Top workflow automation challenges & solutions with Tiny Command

In today’s fast-paced business environment, agility is key. Companies are under constant pressure to deliver faster, adapt to changes, and meet growing customer demands—all while keeping costs in check. This is where workflow automation steps in, offering a way to streamline operations and stay competitive.

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With over 66% of businesses automating multiple functions, the benefits are clear: improved efficiency, fewer errors, and more time for high-value work. However, automation isn’t without its challenges. From adoption barriers to integration hiccups, businesses must steer through a complex landscape to make automation a success.

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But before that, let’s take a closer look at what workflow automation is.  

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Understanding workflow automation

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Workflow automation is the process of automating workflows - structured sequences of tasks that need to be completed to achieve a specific outcome. It enables the flow of tasks, documents, and information across various activities without manual effort. Often used for repetitive processes, it can significantly increase workflow speed, reduce human errors and boost operations. 

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Businesses deploy workflow automation across various departments such as marketing, content management, HR, sales, and finance to automate tasks such as approvals, data entry, lead scoring, notifications, and task assignments.

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For example, you’re running a medical store and want to find a process that can notify you when the store runs out of stock. To solve this issue, you invest in a workflow automation tool that not only notifies you about stock level but also places an order with the supplies automatically. It even sends reminders about expiry dates, so you never miss replacing a product. This keeps your shelves stocked and helps avoid costly mistakes, all while saving you time. You no longer need to track inventory manually, letting you focus more on your customers and growing your business.

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Challenges in workflow automation

Knowing the benefits is crucial but so is understanding the challenges that come with workflow automation. Below, we have shared some of the most common problems, along with their solutions, so you can effectively tackle them and ensure smooth implementation:
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• Complexity of implementation: Integrating workflow automation into existing tools and platforms can become tricky, particularly for larger organizations with longstanding reliance on legacy systems and manual processes. The complexity often arises from compatibility issues, process restructuring, and the need to manage change effectively across multiple teams and departments.
  
  Solution: The solution is simple. Get help from automation experts to learn how to integrate workflow automation tools with other software and apps. In addition, while selecting the workflow automation tool, choose one that is user-friendly and offers seamless integrations capabilities.
  
  
• Integrations: Integrating new automation tools with existing legacy systems is one of the most common hurdles businesses face. Legacy systems, often outdated and lacking modern interoperability, can create significant roadblocks, resulting in fragmented processes and data silos. This complexity increases for large organizations relying on multiple tools and platforms that were not initially designed to work together.
  
  Solutions: You can use middleware solutions that act as a bridge between new automation tools and existing systems. However, you might be better off selecting automation tools that prioritize integration capabilities. Many modern tools offer pre-built connectors and APIs that simplify the process of linking various software systems. You should also include IT teams early in the planning process to ensure a smoother transition. 
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• Resistance to change: Employees may resist adopting new automated processes due to fear of job loss or discomfort with new technologies. They may also feel unprepared and underqualified to handle new technology, looking to continue with the old and comfortable ways of managing a work process.
  
  Solution: It’s all about the business leaders introducing new technology to the team and the company as a whole. Instead of simply directing employees to start using the software immediately, take time to explain what workflow automation is and how it will benefit them. Moreover, offer adequate training to the team so they can feel more confident and proficient while using it. This provides a smoother transition and helps employees see the technology as a tool that makes their work easier, not as something that replaces them.
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• ‍Lack of clear objectives: Workflow automation is undeniably powerful, but its success hinges on having well-defined objectives. Many businesses tend to rush into automation simply to keep up with trends, without clearly understanding their objectives. This lack of direction can lead to poor executed implementations, resulting in inefficiencies, wasted resources, and minimal tangible results.
  
  Solution: Always define clear automation goals by discussing them with the experts and your team. Think about what you really want to achieve - whether it's saving time, reducing errors, or improving customer experience - and make sure automation supports that. You can also book demo calls with automation experts, like those at Tiny Command, and learn how you can use it to achieve your goals. 
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• Data management and integrity: Data serves as the backbone of automated workflows, making its accuracy and quality critical to success. Even minor errors in data can cascade into significant inefficiencies or mistakes. For instance, a simple typo in a customer’s contact information could lead to emails or invoices being sent to the wrong recipient, potentially damaging relationships and causing operational setbacks.
  
  Solution: Start by scheduling regular data audits to ensure the accuracy and robustness of your data. Furthermore, invest in tools with automatic data cleaning and validation features to prevent errors or redundancies. Additionally, implement a dedicated system for monitoring and updating data to maintain the reliability of your automated workflows over time.
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• ‍Cost of implementation: Workflow implementation can be an expensive step as it requires the purchase of automation tools along with software development, infrastructure upgrades, employee training, and so on. This is especially difficult for small businesses and startups with a limited budget.
  
  Solution: Take a step-wise approach and increase the number of nodes based on your immediate requirements. If your budget is tight, you can opt for more affordable automation platforms, with most automation tools having tiered pricing. Select a low-cost plan and upgrade when you see a growth in ROI. 
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• ‍Lack of support and maintenance: Challenges with workflow automation often surface post-implementation. Issues like inadequate customer support or insufficient system maintenance can disrupt workflows and cause delays. Without proper assistance, troubleshooting becomes difficult, and neglected maintenance can lead to system inefficiencies or breakdowns.
  
  Solution: When selecting a workflow automation tool, look for those who are known for their robust customer support. Customer reviews are a great way to check that, along with the amount of training documents available. As for maintenance issues, you can establish an internal team for regular system check-ups.
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• ‍Customization limitations: Certain tools may lack the flexibility to solve problems that are highly specific to your business processes. When this happens, businesses are often forced to compromise and adjust their workflows to align with the tool’s existing features.
  
  Solution: Look for workflow automation tools that provide flexibility and have customization options. Or ones that can be easily integrated with other specialized systems to meet specific requirements.

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If you’re interested in learning more about workflow automation, read our series on it.