Office automation tools: concrete examples and valuable tips

Are you an IT expert trying to convince your boss and other managers of the importance of office automation tools? Are you a company hoping to determine whether investing more in automating your workplace is worthwhile?

It is normal to think twice before implementing new tech. First, it’s expensive. Second, you don’t want to spend money on technologies that won’t be used and won’t create value. So, here are the most valuable examples of office automation, the advantages of an automated work environment, and practical tips for doing it right.

From data automation tools to HR automated systems and CRM automation, we go through different types of office automation to illustrate why this investment is crucial and valuable for everyone. Are you ready to streamline workflow and processes while reducing costs and reinforcing cybersecurity? Here is your starter guide to office automation!

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What are typical examples of office automation?

1. Automated tools for facility management

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FM (Facility Management) automated tools are part of back-office automation. For instance, they help optimize workspace management, which is crucial in accommodating the dynamic needs of a hybrid work setup. They also streamline facilities maintenance processes. Therefore, by leveraging automated tools, FM managers can proactively address facility issues, schedule preventive maintenance, and efficiently allocate workspace resources. This boosts operational efficiency and provides a safe and enjoyable working environment. The best-automated tools for FM are:

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• All-in-one workplace management solution like deskbird.
• Building automation systems like Honeywell Building.
• Energy management solutions like Apollo IoT Energy Platform.
• Visitor management tools like ILobby.
• Safety and compliance software like SafetyCulture (iAuditor).

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2. Automated tools for hybrid working

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Automation also plays a key role in bridging the gaps between in-office and remote workers. Collaboration and communication platforms keep people connected and allow collective projects to go effectively. Automated scheduling systems optimize meetings across time zones, while workspace booking software ensures seamless access to office resources when needed. These resources foster a more cohesive and flexible work environment, allowing team members to stay connected and productive regardless of location. Essential hybrid work automated tools include:

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• desk booking software like deskbird;
• hybrid scheduling systems like deskbird;
• online communication platforms like Slack;
• project management software like Notion;
• cloud-based solutions like Google Drive.

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3. Automated tools for project management

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Automated project management tools streamline workflows by enabling project managers to create schedules, assign tasks, and track real-time progress with minimal manual intervention. Automated notifications keep teams aligned and accountable, ensuring critical deadlines are met. It also facilitates better resource allocation and risk assessment by providing analytical insights through data consolidation. This enhanced efficiency improves project completion and allows employees to focus more on strategic tasks based on creativity and problem-solving skills. Here are key automated project management tools to look into:

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• Tasks management solutions like Notion.
• Gantt chart software like Smartsheet.
• Resource management software like Float.
• Agile project management tools like JIRA.
• Project Portfolio Management (PPM) platforms like Wrike.

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4. Automated tools for HR

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From recruitment to onboarding and performance management, automation tools help HR teams in various aspects of their job. It streamlines processes like sorting resumes and scheduling interviews. Automated systems also improve data accuracy, reducing the risk of human error in payroll and compliance reporting. Additionally, they enable better employee self-service for benefits and personal information updates, leading to higher job satisfaction. Overall, automation fosters a more dynamic and focused HR department. Here are automation tools that can genuinely enhance HR processes:

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• Applicant Tracking Systems (ATS) like Greenhouse.
• Payroll automation software like Gusto.
• Employee onboarding platforms like BambooHR.
• Performance management tools like Lattice.
• Employee engagement software like Officevibe.

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The good news is that many HR automation tools combine all these aspects, so everything you need is centralized in one place.

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5. Automated tools for finance

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Automated systems speed up recurring financial procedures. From invoice processing to managing expenses and compiling reports, it provides immediate insight into a business’s economic situation. This guarantees you can make informed decisions quickly and maintain greater transparency in your financial dealings. Also, these tech allies contribute to robust risk management, performing constant analysis of financial transactions to ensure compliance with regulations and internal policies. Here are classic examples of automated tools targeting Finance teams:

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• accounting software like QuickBooks; 
• cloud-based financial management tools like Xero;
• expenses report automation systems like Expensify;
• ERP solutions like Oracle Netsuite;
• Accounts payable and accounts receivable processes automation tools like Bill.com (works with Xero).

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6. Automated tools for security

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With the rise of digitalization, protecting data is a core priority for all businesses. Automated cybersecurity solutions are a great support as they instantaneously identify risks and mitigate threats. These tools ensure that software updates and security patches are applied consistently and timely, without human delay.  For instance, resources like intrusion detection systems can analyze traffic and behaviors to flag anomalies far quicker than if your staff would monitor them manually. It allows cybersecurity teams to dedicate more time to proactive defense strategies and complex problem-solving to strengthen the organization’s digital infrastructure. Here are automated cybersecurity tools examples to look into:

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• Security Information and Event Management (SIEM) like IBM QRadar.
• Intrusion Detection and Prevention Systems (IDPS) like Cisco Firepower.
• Endpoint Detection and Response (EDR) solutions like CrowdStrike Falcon Insight XDR.
• Vulnerability Management Tools like Qualys VMR.
• Security Orchestration, Automation, and Response (SOAR) platforms like Palo Alto Network Cortex XSOAR.

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7. Automated tools for marketing

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Marketing teams can also gain massively from using automation in their daily jobs. Office automation tools for marketing streamline redundant tasks, such as email campaigns, social media posting, and data analysis. Meanwhile, marketers have more time to concentrate on strategy and creativity. Automated marketing solutions enhance efficiency, target communications more effectively, and provide insights from customer data to help tailor marketing efforts. Obviously, this not only leads to higher productivity but also to better campaign results. Here are valuable automation tools for marketing teams:

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• Email marketing automation solutions like Mailchimp.
• Customer Relationship Management (CRM) software like HubSpot.
• Social media management platforms like Hootsuite.
• Marketing analytics and attribution tools like Google Analytics.
• Content Management Systems (CMS) like WordPress.

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8. Automated tools data analysis

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Data analysts are among the workers who can significantly benefit from expanding automation tools. These technologies automate data collection, processing, and visualization, enabling data experts to uncover insights quickly and make informed decisions. This software enhances accuracy and plays a key role in improving business strategies and operational efficiencies. Here are a few examples of automated tools for data analysis:

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• Business Intelligence (BI) platforms like Microsoft Power BI.
• Data cleaning and preparation tools like Alteryx.
• Statistical Analysis Software (SAS) like JMP.
• Predictive analytics and machine learning solutions like Tableau.
• Database Management Systems (DBMS) like Google Cloud SQL.

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9. Automated tools for CRM (Customer Relationship Management)

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Office automation tools for Customer Relationship Management (CRM) are front-office automation solutions. They centralize customer data and interactions to facilitate personalized service and enhance more effective communication. CRM tools help you improve customer satisfaction, sales productivity, and long-term business relationships by automating tasks like contact management, lead tracking, and customer support. Here are examples of well-rated automated tools for CRM:

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• Sales management, customer service, marketing automation, and analytics software like Salesforce.
• Contact and company management, deal pipelines, and email scheduling solutions like HubSpot CRM.
• AI-powered sales and customer service management systems like Microsoft Dynamics 365.
• Sales management, marketing automation, and activity tracking tools like Zoho CRM.
• Sales CRM and pipeline management software like Pipedrive.

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Why are office automation tools reshaping our ways of working and workplace operations?

Office automation removes low-value and repetitive tasks

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We are in a digital era. It is time to stop doing time-consuming tasks and processes. This is the primary purpose and the most significant advantage of automated systems. All the following benefits of automation tools result from enabling employees to decrease the number of repetitive and low-value tasks on their schedule. For example, your colleague Chloe no longer has to enter data manually. Using an office automation tool like Zapier, she can connect different apps to automatically transfer information, manage email alerts, and update task lists. She can then put her time and energy into critical thinking and strategy.

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Automation tools streamline workflows and processes

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Office automation tools also help optimize Chloe’s daily tasks by removing the friction from routine processes. For instance, if Chloe could use an automated scheduler, she would no longer have to juggle back-and-forth emails to arrange meetings. The tool syncs with her calendar, so her colleagues can easily book slots. This efficiency not only frees up her time but also ensures smoother collaboration. It also increases her productivity and allows her to concentrate on strategic initiatives rather than administrative hassle.

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Automated processes increase employee efficiency and productivity

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Another advantage of workplace automation is that streamlining workflows gives Chloe more time to get things done and deal with high-impact tasks. For example, with an automated document management system, she efficiently categorizes and retrieves files without manually sifting through folders. This is a real time-saver as documents are indexed based on content, so Chloe spends less time filing and more on analyzing reports. This allows her to work more effectively and be more productive, as she can use her expertise and time better.

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Automation software works 24/7

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Employees can’t work 24/7. Robots can. This is another advantage of automating your work environment. What if someone tries to hack your systems in the middle of the night? IT experts can’t be on the clock and ready to intervene at anytime. A well-set-up automated system can counterattack immediately. An automated customer service chatbot can also provide instant responses to client queries at any hour, enhancing customer satisfaction without the constraint of traditional office hours. This non-stop operation can undoubtedly improve a business’s operational efficiency and security.

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Automation reduces the risks of human error

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Human errors usually occur when employees accomplish low-value and repetitive tasks. Your employees are more likely to make mistakes and bring no value to the table by typing numbers in a Google Sheet. Automating data entry, calculations, and report generation increases data accuracy and minimizes human errors. For example, you can also automate an email campaign. Hence, you avoid mistakes such as sending duplicates or incorrect targeting and ensure that the right message reaches the right people at the most suitable time.

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Office automation enables accurate data insights

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Office automation tools employ advanced analytics to process vast datasets, generating accurate insights that would be impossible to produce manually. Let’s say that Chloe works in marketing. Automated tools can observe performance metrics and customer interactions to pinpoint trends and forecast demands. This data-backed clarity empowers her to make informed decisions rapidly. She can use these insights to tailor campaigns that resonate with the company’s audience, leading to increased engagement and sales. Therefore, it also benefits the organization by driving targeted strategies and improving ROI.

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📊 Learn more about deskbird office analytics system!

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Automated office systems reinforce cybersecurity

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As highlighted earlier, automation also plays a crucial role in enforcing your cybersecurity infrastructure. Robots can simply identify and deal with potential threats ridiculously faster than a person. Teaming up with technology to protect the workplace from being hacked or to prevent data leaks and losses is fundamental. For instance, an automated intrusion detection system (IDS) continuously monitors network traffic for signs of unauthorized access and instantly alerts IT staff so they can initiate defensive protocols. In an era when remote work is the new norm, automated cybersecurity solutions give your digital environment a welcome extra layer of protection.

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Automation helps companies save costs

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Time is money, and automated solutions make you save both. Let’s see how.

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These tools help you minimize human mistakes that often lead to resource-demanding rectifications. They also protect your workplace from costly cyber threats. Employees are freed from repetitive duties and can concentrate on more strategic, revenue-generating activities. You get automatically notified when maintenance is required, helping you avoid unnecessary expenses. Your workplace is also more effectively managed through desk booking systems. These solutions allow you to cut down on the costs of maintaining a larger-than-necessary office space and creating a more effective one.

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How do you define which office automation software your employees and your business need?

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First and foremost, remember that every business is unique and has different needs. Considering this before implementing any automation tools is fundamental to ensure they support your teams successfully.

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Get to know your employees’ daily pain points

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Where do they lose the more time? Which process do they think could be optimized? Assessing the right office automation tools for your team begins with understanding their daily challenges. Discussing the tasks that drain their time and energy is vital. This feedback and conversations help pinpoint tedious and repetitive activities that are prime candidates for automation. By identifying specific pain points, you can choose the best solutions to meet the genuine needs of your workforce. This step is fundamental to opting for automated tools that streamline your employees’ workflow, elevate their productivity, and ensure that the introduction of technology results in tangible benefits for the team.

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Analyze your data

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Mixing employees’ feedback with real-time data is fundamental to avoiding tackling the wrong issues. What people think is not always the reality; data is your main ally in double-checking this. By thoroughly examining workflow data, you can identify which tasks consume excessive time or resources and which are prone to errors. This data-driven strategy guides you to understand the highest priorities for automation. You are then sure to put your initial focus on areas that will deliver the most significant impact on efficiency and accuracy. Consequently, automation efforts are strategically aligned with employees’ and business needs.

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Study the office automation market

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According to your industry and employees’ needs, some automation software is more relevant than others. You must do your research instead of investing in a tool because everybody else is using it. Check out the different features of each solution, make sure it aligns with your scalability goals, look at reviews, etc. If possible, test the tools before subscribing and see how your workforce reacts to them and if they make a difference in their daily operations.

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How is deskbird using automation to boost flexible workspace management?

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There are various ways how we use automation to help you manage your hybrid workspace most efficiently. For example, integrations allow you to connect the deskbird app to your digital infrastructure to avoid switching from one platform to another and synchronize all data automatically. When your colleague books a meeting room for your team, this is then directly updated in your calendar, and you get a notification. Our weekly planning system is also equipped with automated technology. Let's say that one of your staff has decided to come to the office every Tuesday and wants to book the same desk each week. He can automate his booking so he doesn’t have to redo it every week (although it only takes three clicks!).

Like any other office automation tool, the best way to discover how we use automation in workspace management is to test our solution simply. 

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So start a free trial of the deskbird app to discover how it streamlines your booking processes, hybrid week planning, data analytics… And so much more!

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Sources:

• 14 Types of Office Automation Tools, HiTechNectar.
• 10 Best Office Automation Software in 2024, ClickUp.‍
• Office Automation: Definition, Tools, Best Practices, YAROOMS.