A guide to task automation for small businesses
Running a small business can be challenging. There is always much to do, and sometimes it feels like you’re fighting against the clock. Much of the day-to-day will involve repetitive, boring, menial tasks, and you might wonder if your staff are getting the most out of their time. Automation solutions can ensure that everyone’s time within your business is optimised. Why have your staff waste time on tasks that can be done automatically, when they could be using their skills for problem solving, strategic thinking, building customer relationships or more? Boosted productivity directly translates into boosted profitability.
In this guide we take you through the essentials of small business task automation. We help you to understand the benefits and identify tasks you could automate, as well as choosing the right tools and how to go about getting robust, reliable and useful automation solutions.
What is task automation?
So what are we talking about exactly by ‘task automation’? It basically involves using technology to automate repetitive, manual tasks. In this day and age, tasks like this just don’t need to be done manually anymore. Think of software that handles all that data entry for you like product uploads to Shopify, or automatic appointment scheduling, or sending of invoices. Having this stuff automated frees up your time to focus on what’s more important, like strategic initiatives that are going to drive the growth of your business. 88% of small business owners say that automation helps them compete with larger companies as well.
Why automate tasks in your small business?
Let me show you why task automation would be a game-changer for your small business.
- Boosts team efficiency: Repetitive tasks take a huge chunk of time. Automation eliminates the need for manual effort. This allows your team to focus on higher-value activities.
- Reduces human errors: Humans make mistakes, naturally, and automation minimises errors in data entry, as well as calculations and other repetitive tasks. This ensures better accuracy and consistency.
- Saves you money: It’s no surprise that time saved is money saved. By automating tasks, you can free up your team's time, not to mention reduce the need for more manpower.
- Improves customer service: Automation can handle routine customer inquiries. It can also send out order confirmations. This frees up your team to focus on providing personalised customer service.
- Increased scalability: As your business grows, automation can handle the increased workload. You can grow without needing to add more staff immediately.
What kind of tasks can you actually automate?
Maybe the better question is what can’t you automate, except someone bringing you a coffee hourly (maybe in 2060, the rate AI humanoid technology is progressing). One example of where manual tasks can be automated is for e-commerce businesses, Shopify automation is very popular. If you're a small business who has a store that's grown to a size where manual management of your products is unmanageable, it's time to seek automation solutions.
Here are some examples of what you can automate:
- Operations: Automate the bulk upload of product details, images and pricing. Update product descriptions, prices or tags when certain conditions are met such as during sales or promotions.
- Marketing: Schedule social media posts and send automated email campaigns. You can also generate personalised marketing materials.
- Sales: Generate quotes and send automated follow-up emails. Track sales performance through automated reports.
- Customer service: Set up chatbots to answer frequently asked questions. Automate email responses for order confirmations. Have automation manage appointment scheduling.
- Human resources: Automate payroll processing and manage employee onboarding tasks. Send out automated reminders for performance reviews.
- Finance: Automate data entry for invoices and receipts. Schedule recurring payments and generate automated financial reports.
- Inventory & fulfilment: Sync inventory levels across multiple sales channels or with supplies. Print labels, calculate shipping rates and send tracking numbers to customers.
Getting started with task automation:
Convinced that task automation is for you? Here’s how to get started:
Identify repetitive tasks
Analyse your daily workflows and pinpoint repetitive tasks. Look for tasks that consume a significant amount of time. Ask employees what manual tasks take them the most time.
Choose the right tools
There's a vast array of automation tools available. You’ll find everything from simple scheduling apps to complex workflow management platforms. Research and choose tools that integrate seamlessly. They should be compatible with your existing software. Get expert IT help for guidance on ensuring the tools cater to your specific needs.
Start small
Don't try to automate everything at once. You and your team can easily get overwhelmed. Begin by automating a few key tasks. Then, gradually expand as you get comfortable with the technology.
Invest in training
Provide your team with proper training on the new automation tools. Ensure they understand how to use them effectively. You want them to feel comfortable integrating them into their workflow.
Overcoming common challenges
Implementing task automation can come with challenges. Here are some common issues and how to overcome them:
- Resistance to change: Employees may resist new technologies. Address this by communicating the benefits of automation. Also, involve them in the process.
- Technical difficulties: Technical issues can arise during implementation. Work closely with your provider's support team to resolve any problems quickly.
- Integration issues: Ensure your automation tools can seamlessly integrate with your existing systems. Test integrations thoroughly before full implementation.
- Cost concerns: The initial investment in automation tools can be high. Focus on the long-term savings and benefits to justify the cost.
- Security risks: Automating tasks can introduce security risks. Put in place strong security measures to protect sensitive data.
The future of automation for Small businesses
Automation is not about replacing your staff, it’s about empowering them to use their time effectively. By automating the boring routine stuff, you not only will give them better job satisfaction, but the space to focus on the things that are going to really benefit the growth of your business. Things that automation can’t really do, like strategic thinking, creative problem-solving, and building strong customer relationships.
Automation technology will continue to evolve and small businesses will have access to even more powerful tools to boost productivity. Get those boring tasks automated now and get ahead of your competition. At Red Eagle Tech, we can help you reclaim your time and empower your team. Our experts will guide you through optimising your technology and help you to find what tasks you can automate in your business for the greatest benefit.
Contact our automation experts today on hello@redeagle.tech or choose to request a consultation under 'Software Engineering' below.
