Today you’ll learn what the typical process of automating a workflow looks like and brief intro into what business process automation is.
"Business process automation is the use of technology to automate manual, repetitive tasks so that employees can focus on critical tasks. Automating business processes minimizes costs, increases efficiency, and streamlines processes from simple to complex." - Kissflow
Before automating a process, it's key to ask yourself:
Is my workflow systematized? Do I have “SOPs” (standard operating procedures)/documentation in place? No?
Always have documentation (you can use a Loom video, Scribe, or written documentation using Notion or Google Docs before you automate a process).
Employee Onboarding: How this automation works
1. [TRIGGER] When all three forms/surveys are submitted in Airtable.
2. [ACTION] Send onboarding welcome emails one day before their start date.
3. [ACTION] Create a folder in Dropbox and upload the employee’s paperwork.
4. [ACTION] Inform team members that the task has been completed.
Next, use the 5WH1 method and ask the following questions five questions:
Software: Airtable, MixMax, Dropbox, and Slack
Data: Paperwork from HR, IT credentials, and Finance. Plus, data required by our software:
Yes, It involves three employees. Before the new employee is onboarded, the 3 employees from IT, HR, and Finance must submit paperwork via an Airtable form.
Employees Dylan, Jerrold, and Jasmine submit the required paperwork via an Airtable form.
Airtable automation is set up (I’ll spare you the details) and “tells” Zapier to start the automation.
Three employees from the following departments: Finance, IT, and HR
NOTE: unless you’re running a business with many employees, it will not require as much work. But it’ll help you understand all the different moving parts involved.
I hope this was helpful to you.
If you still need to build your first Zap, here is a cheat sheet to help you get started!
For the folks unfamiliar with this incredible scene from Seinfeld!
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