Time-saving solutions: 5 tools to automate business processes

In the initial stages of business growth, operations can be typically straightforward and manageable. Your team is small, and your products or services are limited, allowing for a more hands-on, uncomplicated approach to running your business. However, the nature of growth is complex; as your venture expands, you may find yourself navigating multiple workflows, managing diverse product lines, coordinating with an expanded workforce, and even dealing with the challenges of operating across different time zones.

This not only demands a significant increase in time and effort but also necessitates a level of organisation and oversight that can be overwhelming. Without the use of strategic tools to streamline these processes, you face the risk of experiencing bottlenecks. For businesses aiming to avoid these pitfalls, this guide unveils five types of tools that can automate a variety of processes and act as your digital workforce.

1. Project management tools: Steering the ship

Coordinating tasks and projects across growing teams can feel like you’re juggling too many balls simultaneously. The solution? Consider project management tools. The following project management software platforms can aid in establishing a comprehensive work breakdown structure:

• Asana: This software helps teams orchestrate their work, from small projects to strategic initiatives. With tasks, projects, conversations, and dashboards, Asana enables teams to move work from start to finish seamlessly.
• Trello: Known for its simplicity, Trello’s boards, lists, and cards enable you to organise and prioritise your projects in a flexible and rewarding way.
• ClickUp: ClickUp’s Document Hub facilitates smooth team integration, while unique Mind Maps visually outlines project strategies, fostering collaboration and driving project success.

These tools function as an intuitive project planner, allowing you to assign tasks, track progress, and manage deadlines in real time. This task management capability simplifies the handling of ongoing projects, ensuring your team stays organised and efficient, saving your business valuable time.

2. Cloud storage: A digital library at your fingertips

The rise of cloud storage has reshaped the way businesses store and share data. Far from being a fleeting trend, it is now the standard for data storage, supported by data from Statista which states that 60% of corporate data across the globe is already cloud-based. Projections for the future also indicate that by 2025, an estimated 175 Zettabytes (ZB) of data are expected to be stored in the cloud, as predicted in an International Data Corporation (IDC) whitepaper. A range of cloud storage solutions are available, providing secure, online storage that is easily accessible from anywhere, at any time. This includes:

• Google Drive: A cloud storage platform and productivity suite by Google, Google Drive allows file storage, sharing, and collaborative editing. It smoothly integrates with Google Docs, Sheets, and Slides for real-time collaboration.
• Dropbox: Dropbox simplifies the way you create, share, and collaborate with features like Dropbox Paper, which allows real-time document editing with your team.
• Microsoft OneDrive: Part of the Microsoft 365 suite, OneDrive provides secure cloud storage, allowing file sharing and seamless integration with Microsoft applications. With its robust syncing capabilities, it ensures your files are accessible across devices.

From offering free cloud storage to accommodating large volumes of data on cloud drives, these cloud storage services offer a practical solution for sharing files with team members across the globe, eliminating the time-consuming process of physical file transfers. 

3. Communication tools: Bridging the gap

For businesses with international operations, maintaining seamless team communication is a critical determinant of success. Miscommunication or lack of efficient communication channels can otherwise lead to delays, misunderstandings, and a potential drop in productivity. Consider the following communication tools that can facilitate effective group communication: 

• Zoom: A leader in modern enterprise video communication, Zoom offers a robust platform for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, and teleconference systems.
• Skype: Skype, a Microsoft product, provides high-quality voice and video calls, instant messaging, and file sharing services. It's a versatile tool for business communication across the globe.
• Slack: An innovative workspace communication tool, Slack promotes team collaboration through channels. With file sharing, voice, and video calls, it integrates seamlessly with other productivity apps, streamlining work communication.

Going beyond instant messaging and video conferencing, these platforms drive global connectivity, enabling effortless exchange of ideas and information. The capability to instantly connect teams across different geographical locations can enhance productivity, teamwork, and ultimately, the success of global business operations.