How AI Workflow Automation Helps Reduce Repetitive Tasks

Repetitive tasks are an indispensable part of most companies’ functioning. Employees routinely perform time-consuming activities such as data entry, email filing, record sorting, report preparation, document reviewing, request routing, and application usage. Although these activities are often essential, they do not appear to be particularly difficult, yet they take up a considerable amount of time and can be error-prone.

As businesses increase the amount of information they process, manually performing repetitive tasks becomes impractical. AI Workflow Automation introduces a way to reduce repetitive work by bringing together artificial intelligence and business processes. Instead of having workers perform monotonous activities, an optimized AI process handles predictable steps, analyzes information, and routes it to the right parts of the organization.

Recognizing Repetitive Tasks

Before automating, companies should identify repetitive tasks that can be reduced. Not all monotonous activities have to go away, including those that involve workers’ expertise, creativity, communication, and approvals. Repetitive tasks contain certain features that distinguish them from other activities. These activities can usually be found in a clear pattern, made with similar information, executed regularly, and requiring little or no decision-making. Some examples of typical tasks are filling in the same information in different applications or documents, classification of mail and requests, issuing standard responses or notifications, screening documents for relevant statistical information, and routing requests to specific services. Identification of such activities is the first step to reducing them.

Reducing Manual Information Entry

Manual information entry represents one of the examples of repetitive work in businesses. Workers can spend a considerable amount of time entering information from emails, requests, documents, and conversations with customers into business applications. Not only does this process consume a lot of time, but it also carries a risk of errors. One wrong character or missed field during data entry leads to issues further down the line. An AI-driven process can extract the necessary information from documents and messages and fill out all fields in corresponding applications. Additional rules can specify what information has to be present to proceed to the next step. Meanwhile, employees can double-check the information to ensure all entries are correct, leaving data entry tasks for more routine cases.

Automating Sorting and Classifying Emails and Requests

A considerable amount of repetitive work for businesses involves sorting and classifying emails and requests. For instance, workers have to sort inbound requests to find out which department has to handle each message. This process can be especially time-consuming if a business has to identify which employee has to handle a particular request regularly. An intelligent automation process can extract information from an email or request to identify its type and content. It can then route it directly to a relevant department or provide a classification label that will identify which worker has to handle the request. For instance, an application can recognize that a particular email concerns a technical issue and has to go to the support team. Such an intelligent automation process can also generate a task for the relevant employee or department, set a priority level based on previously established rules, and notify the worker about the new request. This way, less time is spent on sorting repetitive requests, and employees only have to address the actual business issues.

Creating Connections Between Applications

Repetitive processes often form because business applications lack connections and only store information. As a result, it becomes necessary for employees to fill out the same data several times a day in different applications. For instance, a new customer request may require updating a customer relationship management (CRM) system, project management application, communication platform, and database. Instead of making workers enter this information manually, an AI automation process can perform the necessary updates as soon as it receives the data from one application. This way, applications function together to reduce the overall amount of repetitive work performed by employees.

Improving Document Screening and Processing

Documents comprise another type of repetitive work that businesses perform. Companies have to process purchase invoices, applications, contracts, reports, and other types of documents. Traditional document processing requires opening a document, finding the necessary information, copying it, renaming the document, and routing it to the next steps. An intelligent automation process can reduce documents to a few simple steps. When a new document is uploaded, AI can recognize the relevant information and send it to the next step in the process. For instance, an invoice processing application can identify which supplier sent the invoice, what details it contains, and process the information further. Naturally, a validation step has to be included to ensure that the necessary information is present. Otherwise, the document has to be sent to a human worker for verification and correction.

Minimizing Monotonous Follow-ups and Reminders

Workers often perform monotonous follow-ups and reminders throughout the day. These activities are especially prominent in approval processes, customer service, project management, and other types of operations. An intelligent automation process can help minimize repetitive follow-ups and reminders. An AI application can monitor the progression of a particular task or request and send out notifications when it reaches a specific stage. For instance, a pending approval request can remind an approver to take action, and a completed request can notify the next employee of the available task. This way, workers do not have to spend time following up on requests and manually reminding other employees.

Creating a Smarter Collaboration Between Humans and Technology

Reducing repetitive work often concerns collaboration between humans and technology. Usually, there is no need to completely remove a certain activity from employees’ routine if it involves decision-making or approvals. Instead, an intelligent automation process can handle monotonous tasks while leaving the decision-making, approvals, and communication with customers to human workers. There are several advantages to such an approach. An effective collaboration between humans and technology reduces overall effort, time, and resources spent on a particular process. Additionally, it ensures that employees only perform necessary activities that actually require human input. As a result, workers are able to concentrate more on high-level activities while delegating repetitive tasks to AI applications.

Avoiding Potential Pitfalls of Introducing Automation

Introducing an automation application incorrectly can cause more issues than it solves. An improperly set up automation makes an inefficient process even worse. Businesses must properly analyze a current process before changing it. Eliminating unnecessary steps, analyzing information flows, approvals, and interconnections between different applications can be as important as choosing the right automation software. This is especially the case for security reasons 

When setting up an automation application, businesses have to specify what information it can access and what tasks it should perform. Workers should only give the application the exact permissions that it needs to complete its tasks. Without proper security and access control, an automation application can access information that it is not supposed to handle. Having access to audit trails and analytics for an automation application is equally important. Monitoring the process regularly is the only way to ensure that everything proceeds smoothly and no errors occur. 

Scaling Up Repetitive Activities Reduction

As a business grows, so does the amount of repetitive activities. Repetitive work increases in proportion to an increase in business transactions, customers, documents, and requests. Simply hiring more employees to address additional work may not be the best option for all businesses. AI Workflow Automation can help companies scale up their operations by delegating repetitive activities to an automation process. Overall success depends on the quality of the automation application, its connection to other applications, data, monitoring, and employee participation. 

Increasing Business Efficiency Through Reducing Repetitive Activities

The purpose of reducing repetitive activities is not to give workers more work to do. Instead, the primary goal is to give employees more time to spend on activities that require analysis, decision-making, creativity, and communication with customers. AI Workflow Automation can help achieve this objective by eliminating monotonous aspects such as information entry and validation, connections between applications, organization and routing of requests, and other automated actions.

 However, an intelligent application can only be as good as the process it automates. Businesses that want to implement AI-driven automation to reduce repetitive tasks should carefully consider current processes and prepare them for optimization. WebClues Infotech offers generative AI development services that can help businesses explore different applications of artificial intelligence. When considering an intelligent automation process, companies should look at possible solutions and identify whether they genuinely address an issue they have. The bottom line is that an AI-driven solution should optimize a process without creating new problems.