Improvement of productivity in business hinges on the smooth incorporation of automation into business processes. Therefore, applications for leave, client relations, management of visitors, or even overview of courier services can easily be automated through Google Forms coupled with Google Sheets. These extensions simplify business processes by saving time and enhancing accuracy of results. Below are various ways on how one can automate operations in the business for better productivity.

Streamlining the Leave Application Process

A person who needs time off work typically prints a leave application form, fills it out, and submits it. This system is very antiquated, as it can be quite cumbersome, slow, and susceptible to mistakes. Automation can make the leave process easier and more effective.

With Google Forms, employees can apply for leave while having their mobile phones or laptops at their disposal rather than having to physically go to the office during office hours. The form is designed to collect all relevant details from the employee including their name, the kind of leave, the duration of leave, and the justification for being away from work. Thus, every form filled follows the correct structure set by the firm or organization. The form directly uploads the information into a relevant Google Sheet, which stores all the data. Paperwork is done away with as all leave applications will automatically be digital.

Whenever an application is filled out, the system generates a confirmation email addressed to the employee, stating that their application has been successfully received. At the same time, the manager or director gets a notification where they can accept or reject the leave application through a single click decision. The employee is then notified instantly about this decision and the information is saved in the backend sheet for logging purposes.

Automation made it extremely simple to measure:

– The dates leave requests were received.
– The dates approvals were given out.
– The total number of pending requests and approved requests.

Automating Customer Support with a Helpdesk System

If not dealt with properly, customer complaints can be a big problem and greatly hurt repeat business. An efficiently operated Helpdesk System is able to fix this problem by making sure that customer complaints go through a pipeline where they are dealt with systematically, which will help keep the customers satisfied.

When a complaint is filled out through the Helpdesk Form, the system assigns a complaint number while sending an acknowledgment email to the customer. The email contains an assurance that the matter is being dealt with and allows the customer to track the progress using the provided tracking number.

Their helpdesk department receives an email alert about the complaint, and as the issue is being solved, they work on it. The helpdesk team records the status through the form and the customer is notified accordingly. Any complaint that cannot be resolved at this stage is escalated to a more relevant level for further investigation.

The automation of the helpdesk system is beneficial due to:

– A repository containing all customer complaints for ease and convenience.

– Comprehensive reports specifying the time taken to resolve an issue, time wasted, and issues that remain unresolved.

– Compiled reports that help recognize persistent issues and patterns.

Automation of Visitor Management Systems

Keeping a record of visitors using a book or a manual system may be tedious and can lead to mistakes. This can be solved through the use of a dedicated Visitor Management System that records visitor details for all future reference.

Once guests reach your office, they can use a mobile or tablet device to fill in their names, company, and reason for the visit. For convenience, a photo of their business card can also be taken. All this information is collected in a Google Sheet and two emails are dispatched, where one is sent to the visitor thanking them for coming and sending some information about the company, whereas the other is sent to the host giving them details about the visitor.

The system eliminates the hassle around visitor check-in as well as allows you to maintain a record of all your visitors. In the long term, data can be utilized for more focused marketing, such as personalized offers or sending greetings to clients on their birthdays, anniversaries, or any special occasion.

System for Automation in Courier Booking

Confusion is commonplace when it comes to courier booking due to lack of details or incomplete information as well as the inconsistency in the charges. Automating this task means all courier requests will be properly managed.

To facilitate courier booking, establish a Google Form to collect the minimum details required like the recipient’s name, address, type of courier, and the level of priority. This information automatically moves to a Google Sheet where the receptionist can monitor and maintain the courier’s status. On dispatching the courier, a thank-you email with tracking information goes out automatically to the requester.

With this automation, all transactions related to the courier process are documented for easy tracking, which minimizes potential errors while enhancing the customer experience.

Other Automated Processes to Think About

The rest of the processes like leave requests, log customer issues, manage visitors, and even book couriers can all be automated. The same goes for applications, work approvals, marketing, and pretty much any other office process that could greatly benefit from having some functionality automated.

Conclusion

The use of basic automation tools such as Google Forms and Google Sheets assist businesses in accomplishing various kinds of office work with much ease. This further ensures that processes are streamlined, minimizes mistakes, and improves overall tracking and reporting. Leave applications, customer support, visitor management, and even courier bookings can all be automated thereby enhancing the use of manual labor for more productive activities.

Begin automating some of your business processes today with the intent of improving efficiency, simplifying administrative tasks, and minimizing human exertion.

Categories: Business Automation