Process automation: optimized administrative management
- LANE Digital
- Jun 26, 2023
- 11 min read
Automated administrative management is an efficient and cost-effective way to manage recurring and tedious administrative tasks. This technology was developed to simplify administrative management, improve productivity, and reduce the risk of human error. It allows businesses to save valuable time by automating certain time-consuming tasks such as data entry, order processing, or the production of administrative documents.
Automating administrative processes has become a necessity for businesses looking to maximize their operations in the coming years, regardless of their sector or size. By automating certain tasks, companies can increase productivity, improve efficiency, reduce costs, and save time. Not only is automation a great way to reduce time spent on tedious processes and improve the quality of information, but it also offers the opportunity to streamline certain procedures (data entry, order processing, etc.). As a result, it offers businesses a more cost-effective and efficient way to manage their operations.
In this article, we will primarily review the automated administrative management models developed by LANE Digital Consulting as an expert in the field. We will briefly examine the leading automation tools with which we are official partners. Finally, we will present some case studies of companies that have benefited from LANE's process automation.
Automation of administrative processes in general
Benefits for businesses
As already announced above, automated process management offers certain key advantages to businesses, including:
Improved overall productivity and efficiency: By freeing up time to focus on value-added tasks, process automation enables businesses to increase productivity and efficiency.
Reduced risk of human error: The use of sophisticated algorithms allows for automatic verification of data entries, ensuring greater accuracy and reducing the risk of error.
Better resource management: Automation allows businesses to track their inventory in real time to avoid stockouts or overstocking.
Cost reduction: By eliminating the need for additional personnel or equipment to complete certain tasks, process automation allows businesses to reduce costs.
What are the best practices for automating administrative processes?
Process automation requires proper planning and organization to achieve optimal performance. Here are some best practices to follow when automating your processes:
Define the project scope: clearly determine the automation objectives and budget;
Evaluate features: identify tasks that can be automated, analyze available tools;
Assess available technologies: determine which technologies are appropriate for automation;
Analyze and document the target process: identify and document the process that will be automated;
Develop a test plan: define tests to verify that the system is ready to be implemented;
Implement the solution: implement the solution and train staff on the new processes.
At LANE, we offer a comprehensive service to help businesses automate their administrative tasks, as well as personalized technical support to optimize these processes. Contact us today to learn more about how we can help you maximize your productivity.
Automated administrative management carried out by LANE Digital Consulting
Focus on HR process automation
Automated administrative management of the recruitment process
HR process automation is designed to simplify and optimize application management in recruitment processes. We provide companies with an online and physical form, allowing candidates to easily apply for job offers.
Once the form is submitted, the applicant's and application information are automatically saved in a secure database. Through automation, the application is automatically forwarded to the appropriate manager for processing.
The application management process is then handled by our ATS (Applicant Tracking System) tool. The application is transformed into a task in the tool, allowing the recruitment process to be tracked efficiently and transparently.
This process automation solution allows companies to optimize their application management by reducing time spent on tedious tasks and improving overall productivity. It also provides a better candidate experience, allowing them to easily apply and track the progress of their application.
Automation of administrative processes for taking leave
Automating leave scheduling is a great way to simplify and speed up the leave request and approval process. It all starts with making an online or paper form available to all employees. Once the form is submitted, the request is automatically forwarded to the appropriate manager for review.
Thanks to integration with the company's project management system (PMS), the leave request becomes a specific task that the manager can view. They can then review the request, accept it, or reject it based on business needs and staff availability.
To facilitate the process and ensure traceability, an electronic signature can be used to formalize the request and acceptance of leave. This makes the entire process paperless and secure.
Finally, once the request is accepted, the leave is automatically entered into the company's HR calendar, such as Microsoft Outlook or Google Calendar. This makes it easy to manage schedules and ensures that all relevant parties are informed of planned absences. By automating leave booking, companies can improve efficiency and accuracy in managing their employees' absences.
Focus on sales process automation
Sales Process Automation: Offer Generation
Automating sales offer generation is a major asset for companies looking to optimize their sales processes. Following a discovery session with a prospect, several automated actions are implemented to facilitate the tracking and management of this new opportunity.
First, a dedicated prospect folder is created in the company's cloud storage service, such as Google Drive. Then, the company and contact information are referenced in the CRM used, such as Hubspot or ActiveCampaign, making it easier to track interactions with the prospect.
At the same time, the company and contact details are also added to the accounting tool used, such as Quickbooks or Bexio, allowing for seamless integration with accounting. Following these steps, a unique quote and customer number are automatically generated.
Depending on the prospect's needs, a product or service and its price can be automatically added to the offer. The offer can then be edited, exported to PDF format, and automatically emailed to the prospect, reducing processing times and improving the efficiency of the sales process.
By automating sales offer generation, businesses can focus on what matters most: building strong relationships with prospects and customers, while increasing productivity and efficiency.
Automation of administrative processes: offer monitoring
Automating offer follow-ups is a great way to optimize your lead management and improve your conversion rate. With automated follow-up scenarios created either in MAKE or in your company's CRM ( Hubspot , ActiveCampaign ), you can efficiently manage follow-ups after sending an offer.
These scenarios automatically integrate your prospect into a personalized follow-up process, with tailored follow-up messages sent at defined intervals. This personalized approach strengthens prospect engagement and increases the chances of closing a sale.
Automating follow-up and follow-up after sending an offer has several advantages, particularly thanks to artificial intelligence:
Save time: Automating reminders frees up time to focus on other important tasks, such as prospecting or retaining existing customers.
Consistency of reminders: Reminder messages are systematically sent at predefined intervals, ensuring regular and consistent communication with prospects.
Personalization: Artificial intelligence allows follow-up messages to be adapted based on previous interactions with the prospect, making each communication more relevant and effective.
Performance analysis: AI can also help measure the effectiveness of relaunch campaigns and adjust scenarios based on the results obtained.
In short, the automation of offer follow-ups, supported by artificial intelligence, offers an optimized and personalized process for managing follow-ups, thus improving the relationship with prospects and increasing the chances of commercial success.
Automation of sales processes after validation of the offer
Automating processes after an offer has been accepted or declined allows for more efficient management and better lead tracking. In the event of an offer being declined, several automated actions can be implemented to optimize lead management and ensure continuity of the sales process.
First, the lead's status is automatically changed in the CRM and/or PMS, reflecting the prospect's decision. Then, the lead's file is archived in the company's cloud storage service, such as Google Drive, making it easier to store and access information for possible future interactions.
Archiving the invoice in the accounting system is also automated, ensuring rigorous financial data management and complete traceability. Finally, it is possible to automatically send a satisfaction survey to the prospect after the offer has been declined. This allows for valuable feedback to be gathered to continually improve offers and sales processes, and potentially to reconnect with the prospect in the future.
In short, automating steps after offer validation, particularly in the event of a rejection, allows for better lead management and facilitates sales performance analysis. It also offers the opportunity to continually improve offers and sales processes.
Now, if you're interested in optimizing your HR and sales processes with automation from LANE Digital Consulting, book an appointment now with our team of experts to discuss your needs and start reaping the benefits of automation.
Our partner automation tools
Tally
Tally is a powerful form creation and management software designed to simplify your processes. Tally's user-friendly interface and advanced features allow businesses to efficiently automate their processes. As an official Tally partner, LANE Digital offers this exceptional tool to our clients to fully harness the potential of digital transformation.
Tally offers a range of features that make form creation easier and improve data collection. With its intuitive drag-and-drop editor, you can easily customize your forms to suit your needs. Tally also includes a vast library of pre-designed form templates.
One of the main advantages of Tally is its seamless integration with other digital tools and platforms.
Here are the benefits of Tally for managing your forms:
Easy form creation
Multipurpose Form Types
Seamless integration
Advanced Features
Real-time data analysis
Enhanced security
Make
MAKE is a powerful automation tool designed to simplify and optimize your business processes. With its user-friendly interface and advanced features, MAKE enables businesses to implement effective automation solutions. As an official MAKE partner, LANE Digital offers this remarkable tool to its clients to help them fully realize the potential of digital transformation.
The tool offers a range of features that make it easy to set up and manage process automation. With its intuitive visual editor, you can easily design automated workflows tailored to your specific needs. MAKE also offers a vast library of pre-designed automation templates to save you time and effort.
One of the main advantages of MAKE is its seamless integration with other digital tools and platforms.
Here are the benefits of MAKE for managing your automation processes:
Easy Setup : MAKE offers a user-friendly interface and an intuitive visual editor, allowing you to create automated workflows effortlessly.
Versatile Automation: MAKE supports various types of automation (task management, data integration, automated marketing, etc.)
Seamless Integration: MAKE integrates seamlessly with popular tools and platforms, allowing you to connect your automated processes to your existing digital ecosystem.
Advanced Features: MAKE offers a host of advanced features to improve the efficiency of your automated processes, such as error handling, custom notifications, and event-based triggers.
Real-time tracking and analysis: With MAKE, you can track the status of your automations, analyze performance, and identify areas for improvement to continuously optimize your processes.
Enhanced Security: MAKE places the utmost importance on the security of your data and automated processes, with robust safeguards such as data encryption and secure hosting.
Zapier
Zapier is an innovative automation tool designed to connect and automate your favorite applications, optimizing your internal processes. With its intuitive interface and extensive integrations, Zapier enables businesses to create efficient automated workflows. As an official Zapier partner, LANE Digital offers this powerful tool to its customers, enabling them to take full advantage of digital transformation.
Zapier offers an impressive range of integrations with thousands of apps, making it easy to create automated workflows tailored to your specific needs. Additionally, Zapier offers a user-friendly interface for quickly and easily setting up these automations.
One of the main advantages of Zapier is its ability to easily connect different applications and platforms.
Here are the benefits of Zapier for managing your automation processes:
Easy automation setup: Zapier offers a simple user interface and visual editor to create automated workflows in just a few clicks.
Extensive integrations: Zapier supports over 3,000 apps, giving you a wide range of options to connect and automate your business tools.
Seamless Integration: Zapier makes it easy to connect your apps and create automated workflows without requiring programming skills.
Advanced Features: Zapier offers advanced features like event-based triggers, conditional actions, and filters to customize and optimize your automations.
Save time and improve efficiency: By automating repetitive and tedious tasks, Zapier helps you save time and improve the efficiency of your business processes.
Reliability and security: Zapier places great importance on the security of your data and the reliability of its automations, by implementing robust safeguards.
With all these automation tools as a partner, LANE Digital supports you in transforming your business processes, allowing you to gain efficiency and focus on the core aspects of your business. Don't hesitate to book a free appointment with our experts.
Benefits of using these tools in partnership with LANE Digital
By partnering with LANE, we ensure our clients have a seamless connection between their form and their existing software ecosystem. Whether integrating your CRM, project management tool, or other applications, official partnerships enable data synchronization and workflow optimization, eliminating manual entry and improving overall efficiency.
By choosing to work with a partner company for these tools such as LANE, you benefit from numerous advantages:
Simplified integration : As a player in digital transformation, we have established partnerships with leading software providers like Tally, MAKE, and Zapier. Our team can easily connect them to your existing digital ecosystem.
Enhanced Features : You benefit from expanded functionality. Official partnerships with these tools enable a complete process automation solution tailored to your specific needs.
Expert advice and support : As an official partner, our team of experts understands the intricacies of the features and integrations of all these tools. We provide advice and support throughout the implementation process.
Reliable solutions : By working with official partners like us, you can count on reliable solutions supported by the expertise of Tally, Make or Zapier as well as our digital transformation company.
Entrust your automation project to us and see for yourself the gains in efficiency, productivity and competitiveness that we can bring you.
Research and case studies
Optimizing leave requests: A1's success
A1, a renowned supplier of quality fabrics to the special events industry for over three decades, was facing a major challenge managing over 2,000 leave requests each year for their 200-person staff. To optimize their internal processes, A1 chose to partner with LANE Digital Consulting because of our proven expertise in automation and improving process efficiency.
Together, we embarked on a journey to streamline A1's leave request system by seamlessly integrating online and offline solutions. We achieved this through an innovative automation solution tailored to A1's unique needs, which included a blend of digital tools, comprehensive training, and ongoing support.
What was done?
The goal of this collaboration was to automate A1's vacation planning process, which resulted in the following steps:
An automated vacation planning process that ensured a smooth approval flow
Centralized task management
Seamless integration with the HR calendar.
All of this not only eliminated manual processes and paperwork, but also improved coordination and reduced scheduling conflicts. This saved A1 time, improved communication, and ensured a smooth and efficient workflow for its employees.
With guidance from LANE Digital Consulting, A1 successfully transformed its leave request system, improving productivity and efficiency while meeting the diverse needs of their staff.
Statistics on the impact of automated administrative management in key areas
As you can see, automating administrative processes has a significant impact on business productivity, efficiency, and profitability. According to a study conducted by McKinsey , for example, automation can reduce the time spent on administrative tasks by 20% to 60%, freeing up time for employees to focus on higher-value activities.
In sales, a Salesforce survey found that automated sales teams are 53% more likely to achieve their sales goals, and 67% report increased productivity through process automation. Additionally, lead-to-customer conversion rates can be improved by 30% through the use of automation tools.
When it comes to human resources management, a Gartner study shows that automating HR processes can reduce costs by 13% and increase operational efficiency by 16%. Automated tasks include application management, employee training, and benefits administration.
These statistics clearly demonstrate the positive impact of automation on key areas of HR and sales. By adopting automation tools and optimizing internal processes, companies can achieve significant gains in productivity, efficiency, and profitability.
To conclude…
In conclusion, automating administrative processes, particularly in the key areas of human resources and sales, offers numerous benefits for businesses. By optimizing tasks and reducing the time spent on manual activities, automating administrative processes improves productivity, efficiency, and profitability.
By partnering with LANE Digital Consulting, you benefit from unparalleled expertise and ongoing support to maximize the potential of automation tools such as Tally, MAKE, and Zapier. As an official partner of these platforms, LANE Digital is ready to assist you in your transition to more automated and efficient administrative management. Trust our team of experts to help you maximize the benefits of automation and propel your business to new heights.
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