Top Microsoft 365 Workflows Every Business Should Automate

Although handling daily business operations, especially for small and medium businesses, may look routine and trivial, they cumulatively consume a substantial amount of time. Microsoft workflows step in right here and help in streamlining business processes, automating repetitive tasks, and improving overall productivity. Microsoft 365 workflows, facilitated by Power Automate, help automate repetitive tasks and streamline business processes across various applications and services.

What are Microsoft 365 Workflows? 

Microsoft 365 workflows are automated sequences of actions or tasks initiated by specific events or commands within Microsoft applications. It could be as simple as an approval process or as complex as multi-step operations that involve multiple departments and systems. This can be streamlined through the use of low-code business process automation tools, such as Power Automate, Microsoft Lists, Forms, Planner, and Copilot Studio.

Microsoft Power Automate is a robust application within the Microsoft 365 suite that allows users to create automated workflows in applications. Microsoft 365 Workflows automation solutions enable teams to spend less time on repetitive tasks and more time driving strategic growth.

Examples of 10 Powerful Microsoft Workflows: 

1. Employee Onboarding  

An efficient onboarding process sets the pace to welcome and retain a new employee. A Microsoft workflow can streamline this by automating: 

• Creation of a user account and assigning permissions 
• Welcome emails with the necessary documents 
• Scheduling orientation sessions and training 
• Completion of required paperwork and tasks 

This ensures a consistent and smooth onboarding experience for all new hires, reducing administrative burden and enhancing employee satisfaction. 

2. Purchase Order Approval: 

Automating the purchase order approval process can reduce delays and improve financial control. A Microsoft workflow for this includes: 

• Automated routing of purchase requests to the assigned stakeholder depending on the amount or department 
• Reminders for approvals pending 
• Escalation procedures for delays 
• Integration with accounting systems to align with the budget 

This workflow enhances financial processes and ensures compliance with company policies for every purchase order. 

3. Document Reviews and Approval: 

For businesses dealing with a lot of documents that demand review and approval, setting up a Microsoft workflow can: 

• Automatically assign reviewers based on document/content 
• Set deadlines and issue reminders 
• Track version history and comments 
• Obtain digital signatures for final approval 

This workflow can ensure that essential documents are reviewed thoroughly and approved promptly, improving collaboration and reducing bottlenecks. 

4. Customer Service: 

Efficient customer support leads to customer satisfaction. Creating a Microsoft workflow for managing support tickets can: 

• Automatically categorise and prioritise service tickets 
• Match the severity of issues with the expertise of service agents 
• Escalate unresolved issues after a defined interval 
• Generate performance reports and customer satisfaction surveys 

This workflow example showcases how Microsoft’s automation can enhance customer service operations and improve response times. 

5. Leave Requests and Approval: 

Managing employee leave can be time-consuming for HR departments. Setting up a simple Microsoft workflow can: 

• Provide an easy-to-use form to log leave requests 
• Automatically checking leave balances and conflicts 
• Route requests to appropriate managers for approval 
• Update HR systems and calendars after approval 

This workflow streamlines the leave management process, reducing administrative overheads as well as improving employee satisfaction. 

6. Managing Expenses and Budgets: 

Cumbersome expense reporting can be optimised by setting up an innovative Microsoft 365 workflow. This can- 

• Track expenses using a standard form for expense submissions. 
• Automatically validate expenses after verification. 
• Route reports for established approvals based on the amount/department. 
• Integrate with accounting systems for reimbursements. 

This workflow can streamline financial processes and ensure policy compliance. 

7. Contracts and Project Management: 

Efficient contract management is critical across all sizes and types of businesses. With a Microsoft workflow for contract management, it is possible to 

• Automate contract creation using pre-defined templates 
• Route contracts for internal review and approval 
• Track contract expiration date and send renewal reminders 
• Monitor contract performance and terms 

This workflow improves contract visibility, reduces risks, and ensures timely renewals. 

8. Social Media Marketing  

To manage multiple social media accounts for marketing purposes, a content approval workflow has to be established for consistency and compliance. This Microsoft workflow can include: 

• Content creation and submission via forms. 
• Route content for review based on platform/type. 
• Approvals from different levels of management. 
• Schedule approved content for publication. 

This Microsoft automation workflow example can enhance marketing operations and maintain brand consistency across social media platforms. 

9. IT Service Requests: 

The backbone of business operations lies in effectively managing IT service requests. A Microsoft workflow for IT service requests can: 

• Create a user-friendly portal to submit requests. 
• Automatically categorise and prioritise them. 
• Assign tickets to the right expertise. 
• Track resolution times and generate performance reports 

IT support processes, including improvements in response times and user satisfaction, are thus in place. 

10. New Product Development: 

Coordinating new product development and efforts across multiple teams can be complex. A Microsoft workflow can accelerate this by: 

• Defining stages and milestones in development 
• Assigning tasks to the appropriate resource 
• Tracking progress and deadlines 
• Facilitating approvals on demand 

This workflow facilitates effective project management and cross-functional collaboration throughout the product development phase.

Implementing Microsoft 365 Workflows in your Business: 

Microsoft 365 workflow automation can drive efficiency and productivity across the entire organisation. Microsoft 365 automation is a powerful way to drive real business value in a modern workplace. From Power Automate approval workflows to custom AI Copilots in Copilot Studio, these no-code/low-code process automation solutions help eliminate inefficiencies, enabling stakeholders to focus on higher-value work. Talk to team Kloudify to get started.