Office Automation

Office automation can streamline back office operations and improve efficiency


Office automation drastically improves efficiency

Office Automation Definition: Replacing manual, off-system office processes, and workflows with automated systems that orchestrate tasks and use business logic to make previously human decisions.

Office Automation Efforts Deliver Efficiency

Automation efforts in the office are intended to reduce manual processes, reduce paper use, and provide a consistent framework for getting work done accurately. This means digitizing tasks and paper-based processes and designing systems to route information more efficiently. To do this, tasks are defined in a digital workflow tool and connected into a series of actionable, automated steps that are carried out consistently every time through office automation software.

Some back-office areas that can leverage an office automation system include:

  • Finance
  • Human Resources
  • IT
  • Marketing
  • Legal
  • Sales
  • Compliance
  • Product Development
  • Security/Maintenance

In many cases, even for large organizations, systems and "processes" routinely consist of people emailing spreadsheets and documents around for review. One classic example is one person emailing another person with information to be entered into another system, (e.g."Please post this in the CRM!"). Another is someone making a request by emailing a PDF or Spreadsheet form to a departmental mailbox instead of entering the information directly into a digital form for automated routing, review, approval, and insertion into a common system. 

Obviously, these are not best-in-class ways to handle the flow of information between people and systems. In fact, all these manual methods are more likely to frustrate and impede business goals rather than accomplish them.

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The Downside of Manual Office Processes

A lot can go wrong with manual processes. We're only human and we all make mistakes, fail to follow standard procedures, and move at our own pace. This means:

  • Information is lost
  • Stakeholders experience frequent interruptions
  • Mistakes and misunderstandings occur regularly
  • Deadlines are missed
  • Communication is difficult
  • Data is re-entered multiple times
  • Reporting and monitoring the process is impossible
  • There is no audit trail

Office Automation Benefits


back office automation softwareOffice automation systems designed to automate back-office processes can handle all of these issues and much more. Information stays within the system at all times. Requests, approvals, and all related documents and communication are forever retained within the system.

Actionable Processes

Stakeholders are only alerted when there is an action for them to take (no more "Reply All" emails) and taking an action like approving a request requires a few clicks. Mistakes and misunderstandings are greatly reduced because there is only one information source of record. Activities and communications are all visible.

High Efficiency

Deadlines are much more likely to be met thanks to alerts, reminders, and infinitely less time spent searching for people and information. Communication is streamlined and tied closely to the process itself. Comment right within the system and alert only those who need to see it. Enter information once, pass it through the process, and then push it into another system if needed. 

Transparent Reporting

Reporting and monitoring tools are built into the system and allow complete visibility into performance and all activity through dashboards. Audit trails are also built into the system, allowing a permanent, shareable record of all transactions and activities.

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Additional Resources

Automate Any Business Process

To see how quickly you can begin automating your business processes, request a demonstration or trial of Integrify.

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