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Does this use case sound familiar to you? Maintaining hundreds of Excel files, analyzing long email chains, and constantly copying and pasting data from one system to another, just to keep track of everything. Many companies still struggle with manual processes.These not only cost you valuable time, but also lead to errors and make it difficult to focus on what really matters.
The good news is that digitalization is no longer just for large corporations and tech companies. There are effective tools and strategies suitable for businesses of all sizes that can help you transition from many manual tasks to an automated workflow.
From Manual to Automated
Imagine your complex Excel lists being replaced by real-time workflows that update automatically. Think of the time you could save and the errors you could eliminate if your systems were seamlessly connected instead of you having to export data and import it into the next one. Dare to dream that your system will keep you up-to-date on deadlines and other important changes, so you don't have to manually check every process daily to avoid missing anything.
The core of digitalization is to design systems that communicate with each other and act precisely when it matters.
Core Strategies for Digitizing Business Processes
To successfully digitize business processes, companies should focus on three core strategies. These strategies build on each other and together form a strong foundation for efficiency, transparency, and scalability:
- Trigger-driven Integrations
- Workflow Automation Tools
- Notifications that Make a Difference
1. Trigger-driven Integrations
The principle is simple: when a specific event (the trigger) occurs, an action is automatically initiated. For example, when a new contact is entered into your CRM system, this can trigger a notification to your salesperson in Slack or even launch the process of sending out a quote.
The real added value comes when you go beyond automating actions within a single system and connect different platforms like your email inbox to your ERP system to chat tools like Slack or Google Chat.
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Case in point – BMG Labtech:
While global projects may require complex integrations, tools like Make or Zapier also enable quick, low-code trigger-based automations for everyday tasks. |
2. Workflow Automation Tools
Once systems are connected, the next step is to automate recurring workflows. Workflow automation tools help synchronize data and keep processes running without manual effort.
Typical use cases include:
- Updating data records across systems
- Sending follow-up emails automatically
- Synchronizing CRM entries with Google Sheets or other tools
Today’s low-code solutions make these automations accessible even without deep programming knowledge. This ensures teams spend less time on repetitive tasks and more time on valuable work.
3. Notifications that Make a Difference
Integrations and automations only reach their full potential when paired with smart notifications. Instead of constantly checking systems manually, let them inform you when it matters most.
Examples include:
- The warehouse manager is alerted when inventory falls below a threshold.
- The CFO receives a message when a large transaction is completed.
- The sales team is reminded that if a lead has not been contacted for five days.
By surfacing only the right events, notifications help teams act quickly and avoid missed opportunities.
One step beyond the basics: Integrating AI into your workflow
Artificial intelligence (AI) takes automation to the next level by adding context and intelligence to your processes. Instead of simply reacting to a trigger, AI can analyze incoming data, recognize its urgency or type, and decide on the most appropriate next step.
For example, incoming support tickets can be automatically categorized: critical cases are escalated immediately, while less urgent requests are forwarded to the right team or scheduled for later.
The same applies to documents, which can be pre-sorted based on their content, with actions triggered according to the type of document or the keywords it contains. With AI in place, automation adapts intelligently to each situation and ensures that the right response happens at the right moment.
Tips for a smooth digitalization process
Digitalization is rarely successful when approached as a one-time, all-encompassing project. The most sustainable results come from a step-by-step approach that balances quick wins with long-term planning.
A good way to begin is to start small. Instead of trying to automate dozens of processes at once, pick the one that causes the most frustration in your daily work. Whether that’s manual data entry, repetitive reporting, or slow approval chains. By automating a single process first, you create an immediate improvement that demonstrates the value of digitalization to your team. This builds momentum and lowers resistance to further changes.
Once the first success is in place, it makes sense to prioritize. Not all processes deliver the same payoff when automated. Focus on those that are particularly complex or involve a high volume of data. Think of lead handovers between marketing and sales, invoice processing, or customer support ticket routing. These areas usually consume the most resources and create bottlenecks, which means that even modest improvements in efficiency can free up substantial capacity.
Finally, digitalization pays off most when it is well thought out from the start. Before implementing any tool, carefully map out which triggers should initiate which actions, and consider edge cases such as exceptions, escalations, or approvals. This planning step prevents fragmented or inconsistent workflows later on. It also ensures that your digital processes can scale as your business grows, instead of having to be rebuilt from scratch.
In short, smooth digitalization combines quick, visible improvements with a focus on high-impact areas and a solid foundation of thoughtful process design.
The ROI of Process Digitalization
The ROI of process digitalization is therefore multifaceted: measurable cost reductions, higher efficiency, and improved data accuracy, but also harder-to-quantify gains in customer satisfaction, employee engagement, and organizational agility. When businesses approach digitalization strategically—starting small, prioritizing high-impact areas, and planning ahead—the investment pays off quickly and continues to generate returns as the company grows.
Do you need support with the first steps, or would you like to implement a tailor-made digitalization project? Feel free to contact us and—we will help you make your processes more efficient and prepare your company for the future.
