NEWS AND INSIGHTS

Running a business can often feel like juggling a dozen different tasks at once, balancing deadlines, team coordination, customer requests and a never-ending to-do list. When things get busy, it's easy to default to old habits like relying on spreadsheets, extensive paperwork or manual reminders to keep everything on track.

This is where workflow automation can be beneficial, it streamlines repetitive tasks, eliminates bottlenecks and frees up your time and your team’s time to focus on strategic work. Workflow automation can mean less manual effort and fewer errors, creating a smoother, more reliable way to run your business.

Here are eight signs it might be time to introduce process and workflow automation into your business.

1.   Repetitive manual tasks are eating up time

Whether it’s manually entering customer data, sending the same email replies or generating recurring reports, these activities take up valuable time that could be spent on more important work.

Instead of focusing on critical decisions or strategic initiatives, your team is with time-consuming manual processes, these mundane and highly repetitive tasks also increase the risk of human error, further complicating workflows and slowing down productivity.

By setting up workflows that automate these repetitive tasks, such as automatically updating records in your CRM or generating reports on a schedule, you eliminate the need for manual input. So much so, that 73% of IT leaders believe automation can save their business around 50% of time on routine activities. [1]

2. Processes vary from person to person

A common issue that arises as businesses grow is inconsistency in how tasks and processes are carried out. Without clear, repeatable workflows, employees often rely on personal preferences to complete their work. For example, one team member might follow a specific set of steps to onboard a new client, while another takes a completely different approach. These inconsistencies can result in delays, missed steps, miscommunication and varying levels of quality across teams.

The lack of standardisation also makes it harder to train new staff, maintain service quality and scale your operations effectively. Over time, this variability leads to frustration for both employees and customers, as well as increased risk of errors and inefficiencies in daily operations.

Workflow automation ensures that every process is consistent and repeatable, no matter who is carrying it out. By creating automated workflows for key business functions like client onboarding, support ticket handling or invoice approvals, you ensure that each step is followed exactly as it should be. This not only improves internal efficiency but also delivers a more consistent and professional experience for your customers.

3.  Frequent data entry errors

Data entry errors are one of the most persistent and costly problems in manual workflows. Small mistakes such as a typo in an email address, a missed digit in a product code or an incorrect shipping address can quickly become larger issues, including delayed deliveries, billing discrepancies or customer dissatisfaction.

These errors are especially common when the same data has to be re-entered into multiple systems by different people. The more touchpoints a piece of information has, the greater the chance for inconsistency or mistakes. Over time, these inaccuracies can undermine trust in your systems and slow down operations as teams spend more time correcting problems than preventing them.

By connecting your systems and automating the flow of information, you eliminate the need for repeated manual input and reduce the likelihood of human error. Data entered once, for example through a web form or customer portal, can automatically populate across your CRM, invoicing and project management systems. This not only ensures accuracy and consistency but also saves time and improves overall data reliability across your business.

4.  Struggling to track progress and accountability

If you're struggling to keep tabs on who’s doing what, it becomes increasingly difficult to understand where projects stand or to ensure accountability across your team. Without a clear overview of task ownership, priorities can get muddled, deadlines can slip and critical responsibilities may be overlooked entirely. This lack of visibility often leads to miscommunication, duplicated efforts or incomplete work, which can have serious consequences for both internal operations and client-facing deliverables.

Automation brings structure and transparency to your workflows. With the right tools in place, you can assign tasks, set due dates and automatically notify team members when it's their turn to take action. Workflows can include built-in reminders and escalation triggers to keep things moving forward and flag risks before they become real problems. This means you always know the status of each project at a glance, helping your team stay aligned, accountable and on schedule.

5. Reliance on spreadsheets that need constant updates

Spreadsheets are a go-to tool for many businesses when it comes to tracking data, managing tasks or recording transactions. While they may work well in the early stages, they often become error-prone as teams grow and processes become more complex. Manually updating rows and columns takes time, and relying on others to input or maintain accurate data often leads to inconsistencies, delays or outdated information.

As multiple people handle the same spreadsheet, version control also becomes an issue. You may end up with different copies floating around, or key decisions being made based on incomplete or old data.

Rather than constantly updating spreadsheets by hand, you can automate the flow of data from your systems, for example your CRM, inventory software or financial tools, directly into centralised dashboards or reports. This ensures information is always current, accurate and accessible in real time, reducing the risk of errors and freeing up your team to carry out other tasks.

6.  Systems don’t talk to each other, and work is duplicated

In many businesses different departments often rely on separate software systems that don’t communicate with one another, while each platform may serve a vital function, the lack of integration between them creates gaps in business data. The result? Employees are forced to re-enter the same data across multiple platforms, leading to duplicated effort, inconsistent records and a higher risk of human error.

Disconnected systems also slow down collaboration. Employees often spend hours chasing down information stored in different locations, manually exporting and importing files or waiting on colleagues to provide updates. This fragmented workflow reduces overall productivity and can result in poor experiences due to delays or inaccuracies.

With workflow automation, you can set up integrations between your software platforms, ensuring that data flows seamlessly from one system to another. This eliminates duplication, reduces the time spent switching between tools and ensures everyone has access to the same up-to-date information. Whether it’s syncing leads from your email marketing platform into your CRM or transferring completed sales data into your accounting software, automation helps you streamline operations and boost efficiency.

7.  Projects regularly miss deadlines

Missed deadlines are often the result of a lack of structure and visibility in how tasks are assigned, tracked and completed. Without a reliable system to manage the flow of work, tasks can be delayed, forgotten or duplicated. Teams may not have a clear understanding of their responsibilities or when handoffs between departments are supposed to happen. This results in last-minute rushes, delays and inconsistent delivery.

As projects grow more complex, manual coordination becomes harder to maintain, and relying on ad-hoc communication (like email threads or chat messages) makes it even easier for critical steps to fall through the cracks. These inefficiencies not only put timelines at risk but also increase stress and reduce the quality of output.

By automating how tasks and approvals are routed, you create a structured process that keeps projects moving without constant oversight. Tasks are automatically assigned to the right people, deadlines are clearly defined and reminders are sent at key intervals to keep everything on track. If a task isn't completed on time, automated escalations can notify the appropriate stakeholders, helping to resolve blockers quickly.

8.  Onboarding new employees or clients is troublesome

Onboarding is one of the most important first impressions your business makes, whether it’s with a new employee or a new client. When handled manually, this process can often become disorganised and inconsistent. Tasks are scattered across emails, spreadsheets and checklists, which makes it difficult to ensure that every step is completed correctly and on time.

For new employees, this might mean waiting days to get access to essential tools, missing introductory meetings, or not receiving proper training materials. For new clients, it might mean unclear next steps, delayed project kick-offs, or a lack of engagement early in the relationship. These shortcomings can impact morale, trust and long-term satisfaction.

By automating the onboarding process, you create a structured, repeatable workflow that ensures every detail is taken care of without requiring someone to manually coordinate each step.

For employees, automation can trigger a chain of actions as soon as a contract is signed: IT gets notified to set up accounts and equipment, HR sends welcome emails and training materials and team leads are alerted to schedule introductions or mentoring sessions. Client onboarding can follow a similar structure: welcome emails are sent automatically, documents and contracts are shared securely, internal teams are assigned based on project type and milestones are tracked from day one. This not only saves time but also ensures a smooth, consistent experience that builds confidence and sets the tone for a strong relationship.

Final Thoughts

As your business grows, so do the demands on your time, your team, and your systems. Balancing manual tasks, disconnected tools and inconsistent processes may work short-term but long-term it can slow progress and drain productivity. Workflow automation enables your team to focus on the work that truly moves the business forward.

From reducing data entry errors to keeping projects on schedule and ensuring every customer or employee has a smooth onboarding experience, automation helps you build a more resilient, efficient operation. It turns chaotic processes into reliable systems, freeing up your team to focus on strategic goals instead of repetitive admin.

If you recognise even a few of the signs mentioned in this blogpost, it’s a strong indicator that your business could benefit from automation. Start small and identify one or two recurring workflows that take up too much time or create delays. From there, build up the number of processes and workflows that use automation. With the right tools and approach, automation can transform the way your business runs, making work simpler, faster and scalable.

Ready to take the first step?

If you’re tired of bottlenecks, errors and wasted time, it’s time to simplify how your business operates. Start by identifying one manual process that slows you down and automate it. Get in touch with Netshell, we’ll help you map out your workflows and recommend automation solutions that fit your business goals.