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All organizations have hidden inefficiencies.
The savvy ones work to uncover them and transform hurdles into opportunities. And with the power of Workflow AI, businesses can plan their most strategic interventions yet.
Here, learn how to make meaningful, measurable shifts at your organization, harnessing the power of continual data capture, AI-powered insights, and process automation. Workflow AI does it all.
What is Workflow AI?
Workflow AI combines artificial intelligence and workflow automation into one powerful tool that helps businesses optimize processes. This technology tracks workflows, spotting inefficiencies and suggesting improvements.
Workflow AI is an evolution of process mining and task mining. Process mining utilizes real data to assess the efficiency of business processes, identifying bottlenecks and redundancies. Task mining tracks efficiency data points on users’ computers, like the number of mouse clicks someone makes or how long they spend in an application.
The goal of task mining, like process mining, is to uncover inefficiencies. Workflow AI uses both methods to gather data, from which artificial intelligence extracts insights and makes recommendations for process improvements.
In the short to medium term, you’ll maximize efficiency and drive quicker, higher-quality deliveries. In turn, you’ll enjoy better organizational results.
Workflow AI vs. traditional automation: What’s the difference?
Traditional automation tools, like the rule-based scripts behind Robotic Process Automation (RPA) or Business Process Automation (BPA), execute work. That is, they use “if-then” logic to trigger tasks—automating workflows and, ultimately, making them more agile.
But traditional automation tools don’t give themselves feedback. They log data on the tasks they perform, but without “intelligence,” they aren’t able to spot inefficiencies or recommend better workflows.
AI workflow automation tools push further than these traditional ones. Instead of simply doing what they're told, these AI tools trigger and monitor workflows while generating improvement recommendations. Thanks to AI agents’ machine learning capabilities, they help your team make informed decisions for streamlining processes.
In short, AI workflow automation tools:
- Capture how work actually happens.
- Pinpoint redundancies and bottlenecks.
- Make data-driven, scalable suggestions to improve process automations.
The 4 core components of Workflow AI
So, how does it all work? Workflow AI comprises four core building blocks: data capture, analysis, optimization, and feedback. Here’s more on each functionality.
Data capture
Workflow AI logs data points from browser extensions, integrations, and other sensors. These data points include user clicks, keystrokes, app usage, and system transitions.
Then, Workflow AI uses process documentation information to create bias-free workflow maps, demonstrating how tasks unfold in real time.
Analysis and insights
After collecting and mapping data, Workflow AI looks for patterns—both efficient and inefficient ones. Workflow AI is able to spot and categorize bottlenecks, redundancies, and other types of inefficiencies.
For example, Workflow AI can see when a process handoff takes longer than it should or users use several similar tools to complete a single task. Workflow AI also catches opportunities for automation, highlighting repetitive, manual work that consumes employees' time and energy.
Optimization
After determining key inefficiencies, Workflow AI suggests automation opportunities or shortcuts for time-consuming, routine tasks.
Monitoring and feedback
Workflow AI checks its work, monitoring the results of its suggestions and interventions. As an AI-powered tool, it’s able to learn from successful and unsuccessful moves and pivot.
With Workflow AI, monitoring and feedback are continuous loops, meaning that teams get real-time data on how new and existing workflows actually play out.
How Workflow AI works and how to implement it
Workflow AI integrates seamlessly into your existing systems, meaning that you can quickly start using the tool to analyze and eradicate inefficiencies. Here’s how you’ll guide the process.
- Identify high-impact workflows
Start with high-volume, complex workflows where you suspect inefficiencies and bottlenecks, or the most used pieces of your tech stack.
- Integrate Workflow AI with existing tools
Connect Workflow AI to the tools you use to perform target workflows. Workflow AI will then extract real-time data from sources like your CRM, email platform, chatbots, document drives, and project management tools.
- Configure monitoring and pilot
Set the parameters for Workflow AI’s monitoring capacities so that it can collect data and learn from workflows. Then, pilot the tool, initiating your first continual data capture cycles. As soon as you begin, you’ll begin training the Workflow AI model to pinpoint and respond to trends in the data.
- Measure progress and refine
Leverage Workflow AI’s rich data to measure process efficiency and leverage insights to make data-driven decisions for improvements. Implement recommendations, and where possible, let Workflow AI implement your next moves.
- Scale across departments
Once you’ve successfully piloted Workflow AI, you’re ready to scale up, implementing the tool on workflows across your organization. Gather real-time data and intelligent insights on every process your teams own, maximizing your potential for efficiency.
4 key benefits of Workflow AI
Workflow AI helps businesses level up. But what does that truly mean in terms of tangible improvements? Here are six ways the tool transforms organizations.
- Reveals and eliminates costly inefficiencies
Analyzing data from user interactions, Workflow AI identifies redundancies and “busy work.” The tool then helps you take action to improve these inefficiencies, resulting in saved time and resources that your teams can repurpose in more productive and fulfilling ways.
- Drives measurable results
Workflow AI’s intelligent analytics measure the impact of process improvements, providing real-time updates on their success. This allows your business to pivot quickly when needed—never wasting money or time on imperfect workflows. You also gain key metrics on positive results to share with stakeholders and investors.
- Empowers employees
By automating repetitive steps or busywork, Workflow AI frees up time for the creative, innovative work best performed by humans. Create better products, improve organizational results, and boost your consumer experience by letting your company’s talent do what it does best.
- Foster a culture of improvement
Workflow AI evolves workflows continuously and, in turn, transforms organizations. Process improvement is not a single intervention, but a series of them—each more efficient than the last. A byproduct of this continuous feedback loop is that your organization adopts a culture of improvement—not just through AI-driven workflow insights, but in every strategic move it makes.
Real-world use cases for Workflow AI
The right way to use Workflow AI? Leveraging the tool where your business needs it most. The following examples demonstrate how AI workflow automation can transform different departments within your organization.
Sales and marketing teams
Achieve better alignment across your marketing and sales teams with Workflow AI’s unified process view of CRMs, email tools, and project management platforms. With Workflow AI’s insights, you’ll streamline marketing-to-sales handoffs and eliminate bottlenecks in lead generation and follow-up.
Customer support
Use Workflow AI to connect your helpdesk to development and operational tools, speeding up ticket resolution. Workflow AI’s process data also allows you to pinpoint snags in your customer support workflow, allowing you to improve interactions with end users and boost your reputation.
HR and employee experience
Get employees onboarded and integrated into payroll quickly and accurately. Workflow AI triggers tasks across dispersed HR systems, streamlining your People processes and improving your employee experience. After all, no one likes a payday delay or a frustrating onboarding procedure.
IT operations and security
Workflow AI helps you identify slow or redundant processes in your IT or security operations. This AI tool can also spot out-of-date or dysfunctional sequences that could spur costly errors. With rich data, Workflow AI suggests resolutions for bottlenecks and automates processes that take up your tech talent’s time.
Finance and procurement
Repetitive tasks, from data entry to invoice processing, run faster with Workflow AI’s smart automations. Thanks to the AI tool’s self-monitoring capacity, it continually helps your teams identify the potential for further automations and more efficient human-led workflows.
Tackle process challenges with Workflow AI’s decision-making power
Don’t let unseen process inefficiencies drag your organization down. Workflow AI takes hidden data and transforms it into strategic, productivity-boosting insights.
Scribe’s Workflow AI is leading the movement, harnessing the power of continuous data capture, AI-driven analysis, smart optimizations, and tailored automations into a single solution. Organizations discover how work really gets done and can make wide-scale improvements, resulting in measurable time and cost savings.
Ready to see Workflow AI in action? Get started today.
FAQs: Everything you need to know about Workflow AI
What is Workflow AI in simple terms?
Workflow AI leverages artificial intelligence to help organizations identify and tackle process inefficiencies. This AI solution also suggests and sometimes executes time-saving automations.
How does Workflow AI differ from process mining?
Process mining analyzes activity logs with an eye for inefficiencies and areas of improvement. Workflow AI uses process mining in conjunction with other data analysis methods, like task mining, to paint a clear picture of how work gets done. Plus, Workflow AI intelligently assesses outputs and recommends improvements, including efficient automations it can execute on its own.
How can I measure the impact of Workflow AI?
Track key performance indicators (KPIs), like error reduction, time saved per process, and financial savings associated with tool consolidation and streamlined work. Positive shifts in these KPIs point to Workflow AI’s process improvements.
What industries benefit most from Workflow AI?
All industries can benefit from the power of AI, but the Workflow AI can be particularly useful in organizations with complex IT development workflows or cross-functional projects requiring the input of several teams and platforms. Workflow AI helps businesses in these positions determine and correct information gaps or lagging processes.
What types of workflows can be automated with Workflow AI?
Use AI workflows to automate processes like data entry, information sorting, payroll or invoicing tasks, and documentation sequences, among many others.
Ready to see Workflow AI in action?
Learn how Workflow AI can help your team eliminate inefficiency, boost productivity, and create scalable best practices.
