The International Society of Automation defines automation as “the creation and application of technology to monitor and control the production and delivery of products and services.”. It’s carrying out a system that could accomplish mundane, easily replicated actions without the need for human labor. Automation tools help streamline repetitive tasks, saving you time, and allowing you to allocate time and resources elsewhere.
What businesses used to consider as very costly to have, has become more accessible even to small businesses nowadays with the numerous applications and platforms available. Here are some reasons for you to consider investing in automation tools for your small business.
Easier communication and establishing a customer base
Responding to 1-2 inquiries per day may seem like an easy task at first, but having other tasks at hand and responding to a growing number of inquiries as you run your business may eventually become a tedious task. Having a system in place to respond to customer inquiries, from canned email replies to almost instant responses through chatbots, can help with response time and deal with overwhelming numbers of inquiries with a shorter wait time. Research has shown that customers’ waiting experience is typically associated with a negative response that could prevent them from consuming or purchasing something again. Being able to respond to customers’ queries right away, or at least acknowledging their inquiry could build rapport with customers and give them a good image of you and your business.
Besides giving quick responses, using the right tools can help with networking and building your business. With a system in place, you can send thank you messages to regular customers, let them know about upcoming sales, discounts, or updates to the business via a newsletter, and even collect feedback and respond to it accordingly. While people are more bound to recall negative experiences, being able to respond to negative feedback and work on improvement could prevent similar incidents from happening in the future.
Aids in operations
From front-end operations like having a POS system in place for merchants to back-end operations like having an automated timecard and payroll system for employees, having the right tools in place can also aid in businesses’ day-to-day operations. Having a system in place can help keep track of operational costs and other expenses versus using traditional accounting methods, schedule and collect payments from clients, or monitor and make predictions about your business’ needs and projected sales.
Automation in operations isn’t only limited to software options, but can also be in the form of appliances or hardware that can aid in the maintenance and security of a physical space–from automatic cleaning systems, an efficient air ventilation system, or even a CCTV surveillance system. Besides being able to cater and respond to customers’ needs, having the right systems in place can also make employees more productive and efficient by not only freeing up time to focus on other more essential tasks but also provide them an environment they can enjoy and be comfortable working in.
A greener, more efficient option
In this digital age, keeping a soft copy of documents and other records versus printed ones doesn’t only help save the planet, but is also a way to keep your information secure. Having all your information in one place can save you the time and effort of manually keeping track of your inventory, going through piles of documents to look for sales records from the last quarter, or even sorting invoices for tax purposes. If worse comes to worst, and situations leave you unable to save physical copies of important documents, being able to store copies of your files online can save you the trouble of securing these documents again.
Though there are benefits to having various automation tools in a business, it is also important to evaluate which tasks or processes are worth automating at first. For instance, a start-up will not need to use the same help desk support system as an established company, nor will it have to invest in machine learning software right away. It’s important to make sure that the automation tools you have will work within your budget or capital and are compatible with the tasks you will need to be accomplished. Having the right tools in place could help you focus on other aspects of running a business, making your business more productive, efficient, and headed for growth.
Ingrid Maldine is a business writer, editor and management consultant with extensive experience writing and consulting for both start-ups and long established companies. She has ten years management and leadership experience gained at BSkyB in London and Viva Travel Guides in Quito, Ecuador, giving her a depth of insight into innovation in international business. With an MBA from the University of Hull and many years of experience running her own business consultancy, Ingrid’s background allows her to connect with a diverse range of clients, including cutting edge technology and web-based start-ups but also multinationals in need of assistance. Ingrid has played a defining role in shaping organizational strategy for a wide range of different organizations, including for-profit, NGOs and charities. Ingrid has also served on the Board of Directors for the South American Explorers Club in Quito, Ecuador.
