Managing workflows manually can be time-consuming and prone to errors. That’s where workflow automation, supported by IT managed services, steps in. From streamlining daily tasks to automating approvals, IT managed services make workflow automation accessible for businesses of all sizes. With the right automation tools and IT support, businesses can reduce workload, increase efficiency, and focus on what matters most.
In this blog, we’ll break down the role of IT managed services in workflow automation, the best tools for different tasks, and tips on using them effectively.
1. Understanding Workflow Automation: What Is It and Why Does It Matter?
Workflow automation is the process of using software to complete routine tasks automatically. This could include things like:
- Sending emails in response to a customer inquiry
- Updating customer records in your CRM
- Scheduling regular team meetings
- Generating invoices after a sale is completed
By automating repetitive tasks, businesses save time and reduce the chance of human error. Managed IT services help set up, monitor, and maintain these automated systems, allowing your team to work smarter, not harder.
2. Automation Tools Supported by IT Managed Services
The right tools make a huge difference in workflow automation. IT managed services ensure these tools work seamlessly together, creating a connected system that supports all aspects of your business.
Zapier
Overview: Zapier connects thousands of apps to automate workflows. From CRM updates to email notifications, Zapier helps teams set up “Zaps” that trigger one action based on another.
Top Features:
- Triggers and actions between different apps
- Ready-to-use templates for common workflows
- Connections with over 3,000 apps like Google Sheets, Slack, and Salesforce
How IT Managed Services Can Help:
- Configure custom Zaps for specific workflows, like automatically updating CRM data after a new customer inquiry.
- Ensure all apps connected through Zapier are secure and reliable.
- Monitor workflows for potential issues, such as missed triggers or integration errors.
Microsoft Power Automate
Overview: Part of the Microsoft ecosystem, Power Automate (formerly Microsoft Flow) is designed to automate tasks across Office 365 and other apps.
Top Features:
- Automation flows for emails, data entry, and approvals
- Integration with Microsoft Office apps and third-party services
- Simple drag-and-drop builder for workflows
How IT Managed Services Can Help:
- Set up complex workflows, like automated document approvals and notifications.
- Train employees to use Power Automate for recurring tasks.
- Provide troubleshooting and ongoing support to ensure smooth automation.
3. Streamlining Communication with Automation
Effective communication is essential in every business, and automation tools can help streamline it by handling repetitive communication tasks.
Slack Workflows
Overview: Slack’s built-in workflow tools allow teams to automate routine messages, collect information, and share updates without manual intervention.
Top Features:
- Automated messaging for reminders, check-ins, or notifications
- Easy-to-use builder for customized workflows
- Integration with Google Calendar, Trello, and other apps
How IT Managed Services Can Help:
- Set up automated reminders for team meetings or project deadlines.
- Integrate Slack workflows with other tools for seamless information sharing.
- Troubleshoot issues and help team members optimize workflow features.
Email Automation with Mailchimp
Overview: Mailchimp automates email marketing, from welcome emails to promotional campaigns, making it easier for businesses to stay connected with customers.
Top Features:
- Automated email series for new subscribers or customers
- Customizable templates and segmentation for targeted messaging
- Integration with CRM platforms and e-commerce sites
How IT Managed Services Can Help:
- Set up automated email campaigns that engage customers and promote services.
- Segment email lists to ensure messages reach the right audience.
- Monitor email deliverability and troubleshoot potential issues.
4. Automating Data Entry and Record-Keeping
Keeping accurate records is crucial, but manual data entry takes time. IT managed services help businesses automate data entry to minimize errors and speed up operations.
HubSpot CRM
Overview: HubSpot CRM offers a range of automation tools to manage customer data and communication effortlessly.
Top Features:
- Automated data entry for customer information
- Email and task automation for follow-ups and lead nurturing
- Integration with email, social media, and other platforms
How IT Managed Services Can Help:
- Set up custom workflows to update records automatically.
- Train staff to use HubSpot’s automation features effectively.
- Regularly monitor the system for errors, ensuring data accuracy.
QuickBooks for Financial Automation
Overview: QuickBooks automates financial tasks, including invoicing, expense tracking, and report generation.
Top Features:
- Automatic invoicing and payment reminders
- Integration with bank accounts and credit cards for transaction syncing
- Real-time financial reporting and insights
How IT Managed Services Can Help:
- Set up automated invoicing and payment reminders to save time.
- Integrate QuickBooks with other software like your CRM to streamline accounting.
- Provide support for troubleshooting and ensure financial data security.
5. Enhancing Project Management with Automation
Project management tools supported by IT managed services allow teams to stay on schedule, track progress, and meet deadlines with less manual input.
Asana Automation
Overview: Asana’s automation features keep teams organized by automatically assigning tasks, tracking deadlines, and sending reminders.
Top Features:
- Automatic task assignments based on workflows
- Custom rules for project stages, like moving a task to “Completed”
- Notifications for overdue or upcoming tasks
How IT Managed Services Can Help:
- Set up workflows that auto-assign tasks based on team roles.
- Customize notifications to remind team members of their priorities.
- Integrate Asana with other software for seamless project updates.
Trello Butler
Overview: Trello’s Butler automation tool simplifies task management by automating repetitive actions within Trello boards.
Top Features:
- Customizable rules for moving cards based on conditions
- Scheduled commands for recurring tasks
- Triggers based on card activity, such as marking due dates or labels
How IT Managed Services Can Help:
- Set up rules that move cards through different stages as work progresses.
- Schedule recurring actions to ensure important tasks are completed on time.
- Troubleshoot Butler commands for smoother project management.
6. Data Backup and Security Automation
Automating data backups and security protocols ensures data remains protected without daily manual checks. IT managed services handle these security measures to keep information safe.
Automated Backups with Veeam
Overview: Veeam offers backup solutions with scheduling and automated recovery options to protect critical data.
Top Features:
- Scheduled backups for cloud, virtual, and physical environments
- Instant file recovery options
- Backup monitoring and reporting for system health
How IT Managed Services Can Help:
- Schedule automated backups based on your company’s needs.
- Monitor backup status and resolve any errors or missed backups.
- Offer data recovery support if files are lost or corrupted.
Antivirus and Security Monitoring with Symantec Endpoint Protection
Overview: Symantec Endpoint Protection uses automation to monitor for threats, scan files, and protect devices from malware.
Top Features:
- Real-time scanning for viruses and malware
- Automatic updates and threat detection
- Endpoint monitoring for suspicious activity
How IT Managed Services Can Help:
- Set up Symantec to provide constant threat monitoring and automatic updates.
- Regularly monitor and analyze security reports for potential vulnerabilities.
- Train employees on best practices for safe internet use.
7. Improving Customer Support with Automated Responses
Automation in customer support helps businesses respond faster, resolve issues quicker, and provide a better customer experience.
Zendesk for Automated Customer Support
Overview: Zendesk allows businesses to set up automated ticketing systems and canned responses for quick, efficient customer service.
Top Features:
- Automated ticketing for incoming support requests
- Pre-written responses to common questions
- Integration with email, social media, and other support channels
How IT Managed Services Can Help:
- Set up automated ticket routing to the right support teams.
- Configure canned responses to speed up customer interactions.
- Monitor customer support analytics to improve response times and satisfaction.
IT managed services make workflow automation accessible and effective for businesses, allowing teams to streamline repetitive tasks, improve data accuracy, enhance security, and boost productivity. From communication tools to project management, automation supported by IT managed services helps businesses operate more smoothly and efficiently.
To learn more about how TrueITpros can help your company with Boost Efficiency: How IT Managed Services Automate Workflows, contact us at www.trueitpros.com/contact.
