Are you still following old-fashioned/time-consuming/cumbersome MANUAL processes in your organisation?
Stop wasting time!
More importantly, stop wasting money!
We live in an increasingly digital world. In this world, there is little to no space for manual work that takes time to execute, is prone to errors and can have a financially disastrous impact on a firm.
So what is the solution?
It’s obvious, isn’t it?
Automation!
Automating your business processes, especially those that rely on repetitive, rules-based inputs can minimise human error, reduce stress for your workers, and help you save time and money. And Google’s G Suite is one of the most comprehensive application packages to help you harness all the advantages of automated business processes in your organisation.
Automating your business processes, especially those that rely on repetitive, rules-based inputs can minimise human error, reduce stress for your workers, and help you save time and money.
And Google’s G Suite is one of the most comprehensive application packages to help you harness all the advantages of automated business processes in your organisation.
G Suite provides multiple levels of automation as well as large-scale automation thanks to customisable apps like Google Sheets, Forms, Tasks, Drive and much more.
Here are some amazing ways you can use G Suite in your organisation!
G Suite: Use cases by Functionality
Functionality #1: Google Sheets for Customisation
Use Case #1: Expense tracking
Google Sheets is a super-versatile application in the G Suite family. Packed with features and easily customisable, it is indispensable for collaboration, information-sharing and data analysis. From an automation standpoint, the tool is especially useful for importing and sorting information from multiple sources and then extracting powerful insights.
Google Sheets provides a number of readymade expense templates that you can easily customise for your particular needs using functions like VLOOKUP, SUMIF and QUERY. Using the import function, you can import data from the web, various file types and even CSV files to hasten the data acquisition process and save your organisation a lot of time. Sheets will automatically pull relevant data from your systems (say an ERP) and present it at regular intervals (daily, weekly, monthly, etc) depending on your requirements.
Here are some ways you can customise the templates offered by Google Sheets:
- List budget amount and timeframes with relevant items and parameters
- Run an app script to automatically update data
- Import and integrate spend data from external apps using a pull function
- Set relevant conditions to ensure correct calculations
Functionality #2: App Script
Use Case #2: Recruitment
App Script enables the scaling of many unique functions through the setting of triggers (which are critical for automation). Once a trigger is offset, the apps act automatically to ensure that your workflows run smoothly and without pause. App Scripts integrate with all G Suite apps as well as other third-party apps (both online and offline).
There are many ways to use G Suite App Script to make the recruitment process more efficient and less dependent on human inputs and judgement. For example, if you email new hires with an NDA or other critical documents but they don’t reply, you don’t need to send them manual emails. You can simply use a time function in Google Sheets to automatically send out a reminder. You can even withdraw the offer if they don’t respond by a certain time.
Here are some ways to further automate the recruitment process, that too with minimal coding knowledge:
- Creating a mailing list to send auto-emails to
- Send relevant documents as a Google Doc only to those who are hired
- Send canned emails to each rejected applicant
Once you input the results of interviews, you can easily automate the workflow. The script will take over for all following tasks, saving you a lot of time and labour.
Functionality #3: Google Forms
Use Case #3: Managing travel requests
Google Forms can simplify many processes by performing several tasks simultaneously.
Forms works especially well for managing travel and other kinds of requests. In addition to designing forms and recording data (which can come from Docs, Sheets or add-ons) within them, you can also acknowledge receipt of the request by emailing the requester. With an app script or add-on, you can automatically create the administrative documents required to process the request. You can assign the request to the support team and then record the relevant information. Once the request has been completed, you can again automatically email the requester with a completion notification. Google Sheets even makes it easy to report the information.
By automating the entire process (including escalation), the company cuts down on paperwork and email chains, saving time, hassle and money.
Functionality #4: Google Drive
Use Case #2: Audit, track and secure documents
In every organisation, multiple resources are used, edited and shared daily. Keeping track of these resources while ensuring asset security and accuracy is usually a time-consuming undertaking.
A simple add-on to Google Drive can show the entire visit and edit history for any file in your domain. This helps to track actions taken and changes made without the need for manual oversight or follow-ups.
Other G Suite applications like Google Keep and Google Tasks are great planning tools that are especially useful for scheduling and organising workflows.
With such powerful yet user-friendly applications in G Suite, organisations can automate multiple business processes, from accounting and hiring to operations and data management.
Get in touch with us to discuss how G Suite can benefit your team!
