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A large part of a company’s success depends on day-to-day processes that are easy to overlook. Office automation (the digitizing of clerical functions such as printing, photocopying, and data storage) is a system that’s invisible when everything’s running smoothly. It proves its necessity, however, when something goes wrong, and business is thrown to a screeching halt.


What makes automation such an integral part of doing business, that firms like JJ Bender can carve a brand out of the need for pre-owned automation equipment? Office automation provides four key advantages over manual systems: efficiency, productivity, consistency, and economy.



Whether a company is situated within a fast or slow-moving industry, automation allows for the quick and seamless execution of various tasks. Printing is an obvious example, with the constant demand for new or used printers, photocopy machines, and other types of office machinery.


But functions such as secretarial work can also be automated thanks to the growing popularity of freelancers, virtual assistants and shared calendars–to name just a few of the innovations coming out of the tech industry in the last decade. These products of the information age allow the modern office to ensure that routines are followed to the tee, and to speed up their workflow to make the most out of the 9-to-5.



Office style. Working

Quick business processes are one thing, but the high output is another gem entirely, and one the modern office owes to automation. Because machines can perform repetitive tasks at high speeds without the burden of fatigue, an office can produce more of the factors that go into their workday: marketing letters, memos, brochures, and the like.

Since information organization plays a large part in optimizing an office, the human end of the work process also receives a significant boost, as employees can focus on increasing their creative output and reaching more clients and consumers, no longer having to start from scratch when organizing their schedules, mail, and address books.


While the human touch is necessary for designing marketing paraphernalia, writing documents, and building systems, human execution can yield inconsistent results and the certain risk of errors.

Automation comes with the guarantee of consistency, meaning that overlooked updates and reminders are virtually a thing of the past and that an increasing number of office functions can yield an output of similar quality.


The most noteworthy benefit of office automation is also the most strongly-felt: modern offices minimize costs after streamlining their processes through automation. There are many reasons for this, but the most intuitive is the ability to keep corporate structure efficient by reducing the number of redundant positions. Automation allows companies to keep their staff populated by the best and brightest, trained to make the most out of the technology at hand and avoid reliance on assistants.

The cost of office automation varies, but the right setup can save you a fortune in salary and business lost to human error.

All told, office automation is responsible for considerable strides in corporate success. Like any great technological revolution, companies that learn to ride the wave have received and will continue to gain, a significant edge over their competition.

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Automation is everywhere in today’s business world. By programming software to complete tasks based on a series of “if-then” conditions, you can greatly increase the speed, efficiency and accuracy of processes like marketing and recruiting, freeing your team up to focus on bigger, more important strategy work.

It may seem tempting to dive in head-first and automate everything you can, but it’s wise to have a plan in place to make the best use of the time and resources required to implement automation. We asked 15 members of the Forbes Technology Council to each share their best piece of advice forcompanies looking to automate more of their business processes.

1. Let Your Team Test And Implement Solutions 

Find the best automation tool and assign a team in charge of testing and implementing it gradually. You’ll see that the amount of resources you’ll be saving will be astonishing and that your collaborators will soon feel comfortable in adopting the new changes. – Nick ChandiSlickPie

2. Fully Understand The Process You’re Automating 

I can’t tell you how many times I’ve seen people try to automate an existing process without ever looking at the process itself. Take time to evaluate the process and, where necessary, change it, particularly in areas where automation can streamline it. – Lisbi AbrahamAndela 

3. Help Your Team With Adopting Automation 

Remember to help the team adopt the new automated processes. Perfectly designed automation will only work as well as it is adopted by the people who use it. Change is hard; most people don’t like change, even if it will make their jobs and lives easier. So to make sure it’s successful, remember to build in change management and training to any workflow automation you introduce. – Leah AllenRadius

4. Plan Ahead For The Switch To Automation 

Business automation is a key to success in a lot of areas. However, when you’re building a new product or an MVP, be careful about the number of things you automate. Often, it’s more efficient to start fast, do things manually and then switch to automation when you understand the domain better. In the end, you’re still going to have to wire everything up, so be ready! – Andrey NeverovTrucker Path

5. Calculate The ROI Of Automation 

Automation isn’t always easy. Make sure to estimate the time/cost savings that automating a process will give and compare to the time/cost it will take to actually automate that process. If you invest the time/money now, is the amount of time it takes to recoup that investment acceptable? Make sure to prioritize automating the processes that will save the most time and have the biggest ROI. – Matthew Kolb,

6. Think Long Term 

When automating, consider what will make the most sense in the long run. Make sure that whatever solution you employ has the flexibility to grow and adapt to future changes in your development process. The worst thing is becoming dependent on a solution you have limited or no control over — an issue many cloud-based systems and third-party apps are known for. – Chris Kirby,

7. Use Task Dependencies Sparingly 

Complex workflows can have multiple divergent critical paths. When you use task dependencies and logic-based deviation, you can easily create a workflow that is not user-friendly. To avoid this, allow larger blocks of tasks to be triggered at any given time. This will give users enough wiggle room to make the automated workflow work for them. – Dan PennellWMtek

8. Work Backward From Your Ideal Workflow 

Far too many automation projects get blown out of proportion and go over budget. It’s important to set a clear vision of what the end state of the automation will look and behave like and then work backward in defining the phases of delivery needed to address it. This makes it difficult for the project to fall by the wayside and sets clear expectations for all involved upfront. – Bijan VaezEventMobi

9. Consider The Security Risks Of Automation 

What is automated and digitized can be hacked. Automation makes tasks one click easier and a thousand times faster for you — it also does the same for the malicious attacker. Be mindful of security and plan accordingly. – Satyam TyagiCertes Networks 

10. Seek Ready-Made Solutions 

When you want to automate a process, research what’s available before you decide to build your own. Using what’s already available will save you time and money. And in business, time is money, so you need to move fast. Leverage as many ready-made solutions as you can, connect them together and test that they work. – Lubo SmidSTRV

11. Go Slow And Prioritize 

Automating workflow takes a lot of upfront time and resources, both of which you’ll recover exponentially if you do it right. There’s also a steep learning curve involved, so start by creating a list of what measures will have the largest impact on the company and then prioritize by how much work/effort/risk is involved in implementing each. – Or ShaniAdgorithms, creators of Albert

12. Write Down Your Processes 

Before you automate your workflow, you should document all of your processes and go through them with a fine-tooth comb. In this step, you’re looking for edge cases — problems that occur when something operates at an extreme parameter and will derail your systems when you automate. – Pin Chen, ONTRAPORT 

13. Keep High Quality Control Standards 

Automation, like any computer system, will have bugs. Sometimes these bugs are obvious oversights, and other times they are “corner cases” resulting from unlikely boundary conditions. You must subject your automation procedures to the same degree of quality control that you would do for your product development. Once your automation project is deployed, monitor and measure its effectiveness to ensure it works as expected. – Arvind PrabhakarStreamSets

14. Start Off Simple 

Automation is a bit like digging a tunnel: You don’t know what you’re going to run into. It’s best to begin with something useful but simple. You’ll avoid wasted time and resources but learn a lot about your organization and infrastructure. Carry those lessons forward, taking an incremental approach, and you’ll maximize your productivity gains while preparing yourself forbigger projects. – Matthew RussellDigital Reasoning

15. Use Automation To Solve Specific Problems 

It’s easy to develop the tech first and find applications later, but this can be a fool’s errand. For instance, at Endgame, we recognized that sifting through queries took analysts too long. So we built and released Artemis, a chatbot assistant to automate analysts’ data workflows into conversation-style queries, which frees them up to immediately stop suspicious activity from that pulled data. – Jamie ButlerEndgame 

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