5 Core Business Processes You Should Automate to Increase Agility

5 business processes to automate

It’s 2020. It’s time to adopt business process automation.

Repetitive tasks without process automation can easily become draining. However, they are critical for managing operations within an organization. 

Let us emphasize.

Today, leaders face multiple internal and external challenges. Hence why, it is important to be prepared, proactive and productive. Dynamic markets result in business managers facing changes such as competition and evolving technologies. So, to keep in line with competitors, technological advancements are highly useful.

Process automation has received great attention along with adoption in the last number of years. Moreover, many organisations view it as a necessity rather just a ‘nice to have’.

According to a recent report from Forrester, automation and AI are moving deeper into organizations. As a result, they are becoming the “very makeup and operations of the company”. 

But, why is process automation a growing trend?

Let us call a spade a spade. Every person at some stage in their working life comes across a particular task that they aren’t exactly excited about. These processes can generally consume a chunk of your time. Maybe they involve a lot of paper and slow down productivity.

Above all, we are aware that time is money and that wasted time means wasted money. So, lets explore 5 business processes to automate and how these tasks will then, be simple to manage. Certainly, workflow software will make your life a whole lot easier!


1. Onboarding process automation

In general, hiring a new employee involves lots of paper, plenty of emails and communication across other departments like HR. On the other hand, workflow software allows collaboration across departments. Even more, it eliminates the need for paper and multiple emails.

To put simply, you can send the job offer to the new hire and the new hire can accept it along with submitting their data. After that, approvals take place then the contract is automatically issued. Furthermore, digital signatures are captured and all the relevant departments’ tasks are distributed. This ensures that everything is ready before the new hire starts for a better first impression.

In short, the entire onboarding process from start to finish can be achieved. Most noteworthy, all in a single platform with workflow software.

2. Holiday request form 

Usually, employees request time off by filling out a paper form or sending emails. Once all of the information is written on the application, a manager then has to manually and digitally input the data. 

Emails are sent back and forward to HR, confirmation of status is next. You get the picture…

holiday-request-form
holiday-request-form

Again, time is being wasted that could be valuable elsewhere. 

A  digital holiday request form with Kianda platform allows you to manage and approve requests, all in the one place.

As well as that you can conveniently monitor and track them in a dashboard. 

3. Incident reporting

The main purpose of an incident report is to try to identify the cause of an incident or a near miss. By doing so, managers can take cautious actions to prevent re-occurrence in the future.

Incident reporting needs to be accurate and managed correctly. It’s no surprise that they are obvious business processes to automate. To be clear, using paper isn’t really a safe way to store valuable information. Therefore, recording and storing data safely will improve the overall quality of the process and the outcomes.

To clarify, a digital incident report automatically increases accuracy by storing data more efficiently. Easier tracking allows managers to quickly come up with measures to prevent future occurences.

4. IT help desk 

IT helpdesk
IT helpdesk

Without a structure put in place, IT teams can get very overwhelmed with queries from end-users.

More importantly, satisfaction won’t be achieved for end-users if IT support teams can’t deliver answers. So, to enhance the user experience, queries need to be addressed fast. 

The Kianda platform offers a ready-made IT help desk template that effectively supports end-users. In short, the automated workflow allows the IT team to track, prioritize tickets and solve them rapidly. 

5. Procurement process 

The flow of the procurement process entails quite a few steps which can easily slow things down, fast. For instance, if managed across excel sheets, paper documents and emails then effective communication maybe hindered. As a result, enabling frequent misconceptions in different stages of the procurement process. 

In other words, having multiple documents in numerous places compared to digital documents in one place speaks volumes. All appropriate users can have access to relevant documents if needed. For that reason, collaboration and communication flows better than ever.

Using a workflow software for the procurement process delivers transparency to all involved, from buyer to supplier. As a result of better communication, the procurement process runs more smoothly and quickly.

In addition, management of cost and spending becomes more visible, meaning that profitability can be tracked and improved.


Can you imagine the amount of costs and time that is saved by speeding up these processes?

Yes, a lot! 

As stated by Gartner, optimising existing business processes does not only focus on efficiency, but efficacy too. To be exact, optimisation of business operations increases productivity, reduces errors and has capabilities to avoid potential risks.

“By automating predictable, standardized processes, application leaders enable the business to focus its attention on the exceptions that still require a human touch” 

Automating Business Operations to Scale Your Digital Business, Gartner (2019)

In other words, by saving a lot of time you can devote more attention to other aspects of the business. Perhaps, an area that you could never give enough time to, even though you probably should have. 

Further, reducing costs can symbolise many opportunities for the business. Firstly, it can reflect an increase in profitability as there are less operating costs which means saving money. On the other hand, it can be spent elsewhere maybe for R&D, new employees or could be for expansion. Whatever the case may be, saving costs is always a plus.


Ready to save a lot of time and costs, improve productivity and eliminate paper?

Visit kianda.com for more info!

Author: Osvaldo Sousa

Osvaldo is the CEO of Kianda Technologies with almost 2 decades of experience in the IT industry has developed many successful solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.

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Make your holiday request form an easy to manage digital process

holiday-request-form

Leave Request Processes made easy

A digital leave / holiday request form is one of many processes that can be easily carried out with the use of workflow software.

On one hand, employee expectation of digitally managing tasks has increased significantly. That is due to the use of digital tools, smartphones, and social media,

On the other hand, HR departments are facing challenges even with simple tasks like holiday requests.

They need to learn to adapt to new trends that require them to meet employee expectations.

And also, they need to consider productivity increases that they can achieve by using more efficient ways of carrying out business tasks.

HR Managers improve processes by introducing digital technologies together with new strategies.

Automating processes like leave / holiday request management can bring significant time savings.

In addition, by saving time you are also saving costs. For instance, the amount of time managers take up, to carry out holiday request processes across departments can be used elsewhere.

It is time to ditch outdated paper forms and untraceable emails for holiday approvals…


Get started with our holiday request form now!

Trial Kianda Holiday Request App



Why you should digitalise holiday requests?

Holiday approval form

You should move to a digital solution so that you can ELIMINATE INEFFICIENCY and ERROR-PRONE outcomes you might face. For instance, using Excel sheets for this purpose. Or even papers or back and forth emails…

Annual leave, sick leave, maternity or paternity. Whatever the case may be.

For the reason that managers need to prepare, absences should be recorded accurately. As a result, trends can be spotted and actions can be put in place. In doing so, leave of any form will not affect business operations.

By managing and tracking leave digitally, the process becomes easier for managers, as well as employees.

4 reasons why you should adopt digital leave and holiday request management:

    1. Reduce errors, save time and increase efficiency

    2. Greater visibility of approval status

    3. Automated approvals of requests

    4. Instance notification of rejection / approval status and regular reminders

Manual management of holiday requests can take a significant amount of time to organise.

It is important to have these requests dealt with in an efficient manner. Especially when it is holiday season or when sick leave requests increase significantly due to an outbreak.

For example, to calculate sick leave requests made by the entire company for a given year will need hours or even days spent, to go through papers.

On the other hand, if the information is in a digital system, it will only be a click away.

To improve the efficiency, the first step is to move from paper to online forms.

A digital leave request form can do many things

With a digital holiday request application you can manage and approve all requests in one place. As well as that, you can track them in a dashboard.

Digital leave requests allow you to have an overall view of everyone’s requests.

As a result, you will be able to take precautions to ensure you have enough staff available. For example, during the periods of high demand such as summer you may need extra workers.

Neither you nor the employee will need to worry about miscalculations.

By optimising your holiday request management, you will quickly ensure a fair and transparent management to the staff.


leave-request-form-template

Kianda Leave request form

Holiday request forms simplified

How does a digital leave / holiday request form look like?

In a single platform, staff request holiday by simply providing details and submitting. Then, managers approve and a record is saved in the system.

Giving you full visibility of all requests.

Access to correct information is provided. Therefore, you know when your staff is on leave.

The flexibility of the form enhances collaboration and communication regarding holiday request management.

Employees can view their balance of remaining days and raise their requests.

Managers get notified and they simply review and approve requests.

Managers can also reject or ask for modifications from staff.

Scheduled reminders are set for when a manager does not approve on time. In short, the system sends them regular notifications to reject or approve.

It’s as easy as that.

Remove the hassle of paper leave requests with the use of workflow software.


Get started with this holiday request form now!

Don’t forget to explore our app store when you sign up. And check out all other templates designed to help you to get started.

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5 Core Business Processes You Should Automate to Increase Agility

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