Glossary · Managing remote work

Workflow automation

Workflow automation is using software to run the steps of a business process without manual work, such as moving data between apps, sending follow-ups, creating records, or routing requests. Modern tools add AI for steps that need reading or judgment. It works best on processes that are frequent, stable, and documented.

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What it means in practice

Automation and people work together. An assistant documents and runs a process by hand first; once it is stable, the repetitive steps move to automation and the person handles exceptions, quality checks, and the next process.

An AI Implementation Specialist does this work full time: finding candidates for automation, building the workflows, and keeping them running as tools change.

Take the free AI automation scorecard to see which of your workflows are ready, and read our AI implementation articles for examples.

How to pick the first workflow to automate

  • List the processes that run every day or every week and follow the same steps each time.
  • Write each one down step by step before touching any tool. If you cannot document it, it is not ready.
  • Start with the one that moves data between apps by hand, such as form entries into a CRM.
  • Keep a person on the exceptions: errors, unusual requests, and anything that needs judgment.
  • Name an owner who checks the workflow each week and fixes it when an app changes.
  • AI Implementation Specialist

    An AI Implementation Specialist is a professional who finds the repetitive work in a business and automates it with AI tools and integrations.

  • Standard operating procedure (SOP)

    A standard operating procedure (SOP) is a written, step-by-step description of how a recurring task is done in your business, including the tools, inputs, decisions, and expected result.

  • Delegation

    Delegation is handing ownership of a task or outcome to another person, along with the context, authority, and resources to complete it.

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