AI workflow automation guide: How it can benefit your business?

AI isn’t just the latest buzzword, it’s quickly becoming the secret behind smarter, faster businesses. We’ve all seen how tools from OpenAI, Google, and others can whip up content in seconds. But here’s the real question: what else can AI do for your business?

Spoiler alert: it’s a lot more than writing blogs or answering emails.

Welcome to the world of AI workflow automation, where repetitive tasks vanish, efficiency skyrockets, and your team gets more time to focus on the work that truly matters. Whether it’s speeding up approvals, routing tasks, or making real-time decisions, AI is quietly (but powerfully) transforming the way companies operate behind the scenes.

In this post, we’re breaking down how you can put AI to work—not just as a fancy tool, but as a true team player in your business operations. Let’s dive in and see how you can automate smarter and get ahead faster.

What is AI workflow automation?

Using AI for workflow automation is the new norm. Now, you can leverage the technology to automate and streamline your business's most repetitive tasks. It will not only assist you in a better workflow but also allow you to enhance your efficiency and productivity. 

Implementing AI can allow you to manage your workloads and create a smooth experience for your customers. For example, using chatbots like Trengo can allow you to automatically handle regular queries from your customers. You can also use different APIs to create a smoother workflow for your employees. 

However, AI automation is not about eliminating human efforts. It's about leveraging the latest technology to help your employees get faster and more productive at the workplace. For example, you can leverage AI to handle tasks like summarising long files and save time for important tasks. 

Why are businesses going for workflow automation AI? 

Businesses are now depending more on AI and machine learning to enhance efficiency and productivity. It is the new strategy because the technology has better memory and the ability to perform repetitive tasks without getting fatigued. 

Moreover, artificial intelligence keeps improving regularly according to the needs of the business. AI now literally works like a productive team member and is the backbone for business success. 

As an example, check the story of the Hero Bike. They became 150% more responsive after leveraging AI automation workflow for their customer support. So the businesses that are leveraging the new trend are already ahead of the curve.

Benefits of AI workflow automation

What will happen when you implement an AI automation workflow for your business? Well, you will get the following benefits: 

Seamless operations

The regular repetitive tasks take up most of your team’s time. But now you can use the technology and build a smooth and automated workflow. The use of AI will ensure that there is no friction or inefficiencies in your workflow. 

Do you know? Research shows that workflow automation can increase your accuracy up to 88%. 

Cross-functional coordination

AI can also reduce the stress of to and fro emails that are just eating up your productivity. The AI tools like Trengo allow you to make communication smoother across departments, break down silos and help in making quick decisions. 

Customisation and flexibility

You may not like AI if it does not align with your business goals. But it is not a big problem, as you can train your artificial intelligence according to your vision, mission, and goals. It is just hiring a new employee and letting them sync in with the company’s environment. However, once the AI is trained, it will not change but only improve according to your instructions. 

Comprehensive automation

Powerful AI tools can now handle complex problems and even make decisions autonomously. They can also easily interact with customers and guide them like a support agent. However, if queries get complex, the AI will smoothly ask for human help before things get out of hand.

Unified data flow

The sharp memory and responses of AI allow it to deal with data easily. The AI tools can: 

• Move data seamlessly across systems 
• Ensure that the data is up to date 
• Ensure that the data is accurate 

Enhance analytics

The implementation of artificial intelligence also improves reporting and data insights. Since AI can provide more actionable insights that you can use for continuous improvements. These reports are better because they are not just numbers but actionable plans for improving current flaws.  

Scalability

AI tools can grow according to the needs of your business. It means that as your company gets bigger, you will not need to get a new AI partner. Only one AI tool can consistently stay with you and handle your tasks. 

Key components of AI workflow automation

AI-based workflow automation is not a single tool, but a combination of technologies that build an automated system. This system has the following important components: 

Machine Learning (ML)

Machine learning is the brain for AI workflow automation. ML algorithms can analyse huge amounts of data, understand it and make predictive measures. These algorithms keep improving with time and make your workflows smarter according to the incoming data and feedback. 

The ML plays an important role in handling the following tasks for you: 

• Prioritising tasks according to previous data 
• Smart resource allocation 
• Real-time anomaly detection

Natural Language Processing (NLP)

The use of NLP allows machines to understand human language and also respond accordingly. The current NLP models like BERT or GPT-3 allow machines to have human-like conversations. It empowers AI-based workflow automations to understand human sentiments and provide a better chatbot experience. 

The perfect use of NLP helps businesses to streamline communication tasks, provide a better customer experience, and reduce manual time spent on repetitive tasks. 

Robotic Process Automation (RPA)

Robotic Process Automation (RPA) is great at handling repetitive, rule-based tasks, like automatically responding to location queries from hundreds of customers at once. But when you combine RPA with artificial intelligence (AI), it becomes far more powerful and versatile.

Together, they create dynamic, autonomous workflows that go beyond basic automation. With AI in the mix, RPA can manage complex tasks such as document processing, automating customer support, and seamlessly integrating with backend systems.

The RPA adds the following advantages to AI-based workflow automation: 

• End-to-end task automation
• Minimal manual intervention
• Greater operational efficiency

AI workflow automation use cases

AI automation is not just for one department or industry, it’s here for everyone. You can utilise the new technology whether you are from the HR department of a healthcare organisation or you’re handling customer support for a software house. Here are some of the most frequent use cases of AI workflow automation: 

Employee onboarding automation

Employee onboarding is a time-consuming and repetitive task. For example, the employees have to fill out forms, wait for replies, and then the HR has to look at all the incoming applications manually. Now, if you can automate this task, then your company can save a lot of time. 

The AI-driven system can automatically check the forms, fill in the details like payroll, handle to-and-fro emails, and lastly inform the new employees about the training programs. Thus, the HR will be able to focus on the actual training and interview process while the machines will handle the necessary communication. 

Workers’ compensation claims processing

The compensation process can require a human touch, but it can benefit from an AI automation workflow. The compensation department needs to communicate with healthcare providers and handle complex documentation to complete the process. In this situation, the manual work can take a lot of time. 

However, automation can make the process faster and better. The trained AI bot will communicate with the stakeholders and generate instant OSHA and compliance reports. As a result, the overall time for approving employees’ compensation will be reduced. 

Leave of absence management

The HR has to go through a series of steps before approving a leave. For example, the department will need to check the eligibility of the employee and also go through and verify the necessary documents. Once again, the manual work will take more time. However, AI can make this process faster as the algorithm can quickly check the remaining leaves of the employee and also check the necessary documents at a faster pace. 

This use case will be more efficient in a large firm, as HR can receive numerous leave applications regularly. 

How to implement AI workflow automation

Yes, AI workflow automation is for every industry. However, you cannot deploy a new technology blindly. You will need to go through a process before finalising a tool, and then train your team before deploying it. Here are five steps you can follow to implement automated workflows: 

Step 1: Assess your business needs

The path to automation should start with clarity. You should know your needs, the tasks that can be automated, and how you can leverage AI in the growing industry. 

You can audit your current workflows to locate inefficiencies and repetitive tasks. After finding the operational weak points, you can move to find bottlenecks in communication, application approvals, and repetitive manual processes. Once you have identified the weak links, you can make a checklist of tasks you want to automate. 

Pro Tip: Map out high-impact use cases to focus efforts

Step 2: Select the right AI tools

The right tool will handle your tasks in the right way and help you improve effectiveness and productivity. So, you must put proper time into finding the right tool for your specific industry. You can start by comparing different available tools like Trengo, Copy.ai, UiPath, Zapier, etc. 

You should consider the following questions before selecting the perfect tool: 

• Is the tool easy to use? 
• Can your team easily learn it? 
• Does the tool integrate with your current tools, like CMS? 
• Is the tool scalable according to the growing needs? 
• Does the company provide good after-sales support? 

It is ideal to onboard an AI tool that provides proper guidance and training content. Such consideration will help you bring change with ease. 

Step 3: Integrate AI with existing systems

Your AI tool will be of no use if it cannot integrate with your existing systems. So ensure that your selecting tool easily connects with your current workflow without damaging your daily working routine. 

Consider the following points to ensure a smooth workflow transition: 

• Use APIs to link the new tool with other software 
• Collaborate with the IT department for smooth deployment 
• Test the AI tool thoroughly before you start to use it officially. 

Remember that it is always better to invest in a tool that provides good after-sales support so your company doesn't face unnecessary hurdles. 

Step 4: Train and onboard your team

All tools claim to be user-friendly. But still, you will need to provide proper training to your employees so they don't feel stuck during working hours. Your training can include documentation and short video walkthroughs. During the training, encourage feedback and clear all the questions coming from your employees. 

If things get a little complicated, you can ask the quick learners to help others, which will promote peer learning. 

Step 5: Monitor and optimise workflows

You were able to find and deploy AI in workflow automation, and it is working perfectly for your business. It is a good thing, but you cannot just leave it. As a growing business, you must keep an eye on the tool and ensure that it keeps working according to the defined rules. 

You will need to keep track of KPIs like task completion time, cost savings, or error rate. You can also enquire about feedback from your employees to ensure that the tool is working perfectly.  

Challenges and considerations with AI workflow automation

Investing in isolated tasks is good as it helps in boosting productivity and efficiency. This is the major reason that many companies are investing in AI-automated workflows. According to stats, businesses are investing 36% more in AI in the IT department and 12% more for the manufacturing side. The change is good, but it also comes with its own challenges. These challenges are not a threat but a warning that you can come over easily. 

Some of the major challenges associated with AI workflow automations include: 

• Your IT maintenance cost can go a little higher 
• You may need to hire a new IT guy or invest in training for the previous employees. 
• Your team may need to get more tech-savvy to understand integrations and APIs 
• The technology upgrade can bring up conflicts with different software 
• Poor management and AI training can go against your company 

As mentioned earlier, these challenges are not a threat to automation. You can easily handle these challenges with proper resource allocation and research for the right tools. 

Pro tip: During research, try to opt for tools that offer free trials. These trials will help you know whether the tool is the right fit for your company or not. 

AI workflow automation advancements

AI + RPA Synergy

RPA can handle rule-based fixed tasks only. While AI can understand the incoming queries and make complex decisions. But when you combine both, it gets powerful enough to handle autonomous tasks and also engage in conversation with your employees or customers. 

Since the system is now not only automated but also smart with AI algorithms. This combination makes it easier to handle complex tasks and even allows artificial intelligence to make autonomous decisions without much human intervention. 

Transparent Decision-Making

At one point, AI can start to make autonomous decisions. But these decisions cannot stay hidden from you. So the tools you utilise must be transparent and keep you informed regarding all the activities of your automated workflows. 

Moreover, things are getting even better with the rise of explainable AI. These algorithms offer more clarity and in-depth reports. It means you can keep an eye on all the automated tasks easily without compromising your regular activities. 

Advanced Conversational AI

With the improvement in natural language processing (NLP), the AI conversations are getting better. The new AI bots can communicate with your employees and customers handling knowledge base queries along with complex service requests. This advancement is enhancing user experience across IT, HR, and customer support. 

The best part is that these chatbots are live 24/7. So one can get the relevant information quickly without waiting for a manual response. 

Cybersecurity Boost

With the growth of technology in businesses, the need for better security is also rising. This is another sector where AI can play its part. You will still need an expert to handle cybersecurity issues. But the AI can handle tasks like vulnerability detection, phishing identification, and access control validation. A cybersecurity expert can use this data to quickly take necessary action and ensure the safety of your organisation. 

5 best practices for workflow automation

When it comes to implementing new technology, you cannot just purchase a new tool blindly. You must follow a proper strategy before bringing a change in your organisation. Here are five best practices you can use to deploy AI workflow automation: 

Understand your current workflows

Before you invest in new software, you must fully understand your IT needs and business processes that can be automated. The more you understand the processes, the better decisions you will be able to make. 

Your observation on current workflows can help you highlight redundancies and inefficiencies. Interviewing frontline managers or employees can also bring out hidden friction points. You can also use software like process mining to analyse real-time workflows. 

Once you have all the relevant data, you can easily make better plans for workflow automation. 

Integrate data throughout your workflows

Integrating current data on new tools is essential. If you fail to do that, the automation may start to go against your business.

It is important because the integrated data will help AI to make seamless decisions that are accurate. You can break down large data sets into smaller ones and make the transfer easier.  

Moreover, ensure that you train the AI on the latest up-to-date data to get accuracy and trust.  

Use the right automation tools in the right places

Your repetitive tasks can be automated, but they may not need complex automation. For instance, for queries like pricing or location, you don’t need to deploy an NLP as an RPA can do the job. So, you will need to properly understand your processes and invest your resources wisely. 

Pro tip: Prioritise automation on tasks that can bring you ROI, for example, document processing. 

Build your workflows with external stakeholders in mind

Workflow is not limited to your company. It involves all your stakeholders, like customers, partners, vendors, and contractors. So you will need to consider them all before investing in new technology. 

As a business owner, you will have to ensure that your external users also get to enjoy the impact of better workflow. For example, you can use AI workflow to improve customer support experience. In the end your goal should ensure that your automated workflow includes all of your stakeholders.  

Think outside the workflow box

In the fast-paced world of technology, change is constant. To stay ahead, you must be prepared to recognise shifts early and adapt quickly. It’s not just about keeping up with evolving technologies—it’s also about responding to changing demands and continuously improving your operations. 

To continuously improve your AI-based workflow automation, you must keep an eye on: 

• Cycle time 
• Error rates 
• Detailed reports and analytics 

These metrics will help you keep improving your AI tool and maintain a smooth workflow.  

Final words

AI workflow automation is the combination of three components: artificial intelligence, machine learning and natural language processing. This automation is similar to previous strategies but the power of AI sets new standards to automation. The AI workflow will save your company time and money and remove time-consuming manual tasks. 

Trengo’s workflow automation software supports everything, including automation on the management side and a customer support system. The no-code interface ensures that anyone can use our tools without being tech-savvy or investing time in learning complex UI. The best part is that the custom rules give you better control over each automated process. 

You can book a free demo today or sign up for a free trial to see how Trengo will integrate with your current workflows and make them better.