25 business processes you can automate using Microsoft 365

27 Jul. 22

Microsoft 365 is a tool that allows organisations to automate business processes and improve productivity. They are looking to cut costs, improve productivity, reduce time and frustration, as well as speed up end-to-end processes.

Microsoft 365 customers have a powerful platform to automate business processes. You can improve your organisation’s efficiency, employee experience, and digital workplace by combining different capabilities and features. There are many products that can be used to automate business, including the LiveTiles intranet and LMS365. These products, which are based on Microsoft 365 technologies such as SharePoint and Power Automate, offer great potential for business automation.

ItaEUR ™, it is also worth noting that MicrosoftaEUR ™,’s continued investment in the 365 platforms, and Microsoft Teams means that new opportunities for automation are emerging. The Microsoft Viva suite offers exciting opportunities to improve productivity and employee experience. Power Virtual Agents allow every organisation to harness the power of bots. In fact, this post originally included 19 opportunities. However, weaEUR(tm] have since increased this number to 25.

LetaEUR(tm), based on our experience with clients and other organizations, takes a look at some of these processes that you can automate. These ideas are only a starting point.

1. Update key business policies


Many intranets include a central repository of key business policies. These policies should be kept current. Regular reviews may be in place to make sure this happens. An automation layer that supports a central policy library is provided by automated reminders for content owners based upon review dates.

You can use the following potential tools: SharePoint, Power Automate, and Xoralia policy management tool.

2. Monitoring obligatory reads


Employees may need to review certain content in order to comply with regulatory or risk factors. This could be a new policy or update, or critical communication. It can be difficult to track who has read the content. This process can be automated to save a lot of time and effort. This could include sending reminders to employees based on Active Directory groups, as well as producing real-time progress reports.

You can use the following potential tools: Xoralia policy management tool; SharePoint, Power Automate and Power BI; Azure Active Directory

3. Adding document metadata


The metadata of documents is important for finding them. It also provides information about the content. This may help to define web displays and support other outcomes like targeting. It can be difficult for organisations to get the correct metadata for documents, especially if this is all done manually.

Automating the creation of metadata can make it easier to add the correct information. If metadata is associated with a project, and a new document is created for that workspace, it may be possible for the document to inherit this metadata. AI can also be used to suggest the best metadata through the SharePoint Syntex service.


Power Automate and SharePoint are potential tools to be used


4.  Archiving data and content


For a tidy digital workplace, it is important to have a system for archiving and deleting content and data. This will ensure compliance with company retention policies and improve findability. Automation can be added to automate this process so documents, content, and spaces are archived automatically based on different criteria (including approval or review by the content owner).

Power Automate and SharePoint are two examples of potential tools you could use


5. Update employee profiles


Profiles and the employee directory are an integral part of intranet environments. However, the best profiles represent the aEURoeone source for truthaEUR of HR data. This ensures that profiles are accurate and employees donaEURtm)t need to have complete information from two systems.

Individual employee profiles should reflect any changes to your HR system that contain individual employee data. An example: A job title change in your HR system should be updated on the intranet. This is ideal if it’s in real-time.

You can use the following potential tools: Delve, LiveTiles Directory and Active Directory.

6. Approvals and requests


This is the most popular form of process improvement that intranets and Microsoft 365 offer. It uses forms and workflow to handle requests ranging from booking travel to organising annual leaves to ordering stationery to order lunch for a client’s meeting to requesting stationary. These requests must usually go through approval. Many organisations will still have aEURrequest or approvalaEUR(tm), processes that are completed via email, paper, and other methods. These processes are waiting to be automated. Chatbots are becoming more popular for processing requests and approvals. These chatbots can be accessed via Microsoft Teams or a mobile app that is available to frontline staff.


Microsoft Forms, Power Automate and SharePoint are all possible tools



7. Monitoring the performance of IT and facilities


Monitoring the performance of various systems is an easy area to automate. Dashboards can provide reports and notifications when things arenaEUR(tm), based on different rules. This can be done in many ways, such as monitoring load times on different servers or web channels or reporting on temperature differences within a building.

You can use the following potential tools: Power BI and LiveTiles Intelligence. SharePoint, Azure app insights.

8. Microsoft 365 adoption reporting


Digital workplace teams are interested in driving Microsoft 365 adoption and other tools. Teams are interested in automated reporting that shows the use of various applications and channels through a customized dashboard. There are many tools and channels available. Some of the Microsoft 365 behaviours are being incorporated into the new Viva Insights software, which focuses on collaboration and productivity, as well as offering some organization-wide analytics.

Power BI, Microsoft 365, Viva Insights, and Microsoft 365 Out-of-the-Box are some of the potential tools you could use


9. Logging support calls


ServiceNow, for example, allows users to log issues and raise tickets automatically for IT, HR and support services. It is a requirement to be able to raise tickets in order for any helpdesk or support service to function. This automation can be integrated into your intranet and Microsoft Teams. Chatbots are increasingly being used to log support calls. A separate system might not be necessary for lighter processes. As an economical system for logging support calls, it may be worth using Microsoft365 or your intranet platform. Automation can add real value.


Microsoft Forms and PowerApps, Power Automate and Power Virtual Agents are some of the potential tools you could use


10. Notifications from various systems can be centralized


Many users still struggle with information overload, especially when dealing with an overflowing email inbox. Users often find it difficult to keep track of the various automated notifications, alerts and approvals that are sent from different systems.

A focused activity stream, list or notification dashboard, from all systems, in one place (aEURoeuniversal InboxaEUR) thatA and not emailA allows users to organize their tasks and speed up approvals. This capability can be delivered to frontline staff using Microsoft Teams via a mobile app, or via a chatbot where employees can perform simple transactions.

You can use the following potential tools: Power Automate and PowerApps, Microsoft Teams Apps. SharePoint, LiveTiles Everywhere. Power Virtual Agents.

11. Monitoring and financial reporting


A dashboard that supports financial reporting is a great use case. It can be very valuable for finance and senior management departments. This will help to increase accountability and support decision-making. Dashboards that include simplified financial and performance data, such as sales, can be displayed to users via the intranet homepage to keep everyone up-to-date. Automation of this type almost always has value.

Power BI and SharePoint are two potential tools.

12. Marketing automation


Marketing automation is the desired function, but it is not always implemented. Marketing automation is a powerful tool that can help you save time and support your sales funnel. This automation can be as simple as sending an email to a user who has completed a form on the website. Or it can be more complex like sending a targeted message to a specific user based on their behaviour. Automated reporting is available to help you track the success of your efforts.

PowerApps, Power Automate and Power BI are some of the potential tools you could use.

13. Asset tracking


IT departments are often responsible for tracking and managing the assets that users receive, such as software licenses, equipment, and devices. ItaEUR(tm), despite the existence of a workflow to issue new employees’ devices, it is amazing how many IT departments still rely on email and spreadsheets for this task. This process can be automated to allow you to have one source of truth, allowing you stakeholder and user reporting as well as asset tracking. This integration can be made possible by integrating it with the user request for new assets and the employee onboarding/offboarding process.

PowerApps and Power BI, Power Automate and Microsoft Forms are some of the potential tools you could use.

14. 360 appraisals


360 appraisals are a complex process that requires data input from multiple users, reporting, approval workflow notifications, and the storage of all data in a central system of record. 360 appraisals can be automated and improved. Appraisals can be time-consuming and cumbersome. Anything that makes them more manageable is welcomed.

Microsoft Forms and Power Automate, PowerApps, and SharePoint are all possible tools.

15. Document building


Knowledge management is known for its tendency to build model documents that are based on different criteria. ItaEUR(tm), which is a real interest in some sectors, particularly professional services, also has applications such as internal legal teams. ItaEUR(tm)s can be used to create automated documents such as contracts and agreements that are based on different metadata (e.g. It is possible to create automated documents like contracts and agreements based on different metadata (e.g. client name or type). This can help maintain standard document formats, as well as save huge amounts of time.

The model document is often a starting point, which must still be checked and completed, but automation adds much value.

PowerApps, SharePoint Workflows and Microsoft Office are some of the potential tools you could use.

16. Know your client


Know Your Client (KYC), a standard procedure that some companies use to minimize risks and ensure they are doing their due diligence during the procurement process. KYC can include checking credit reports and interrogating other databases that contain company information. There are many ways to automate KYC processes. However, there is often a way to speed up the process. For example, a chatbot can gather initial information, or you can use Teams to run the process if Teams is where the majority of the work is done.

You can use the following potential tools: PowerApps and PowerBI, PowerApps, PowerBI, Microsoft Forms, Power Automate and Microsoft Teams apps

17. Planning for resource allocation


It can be difficult to plan resources for projects, teams, and initiatives, especially if the relevant information is scattered across different systems. To help you build the right team or check availability, you might want to see core information from your HR platform, timecard system, and details of expertise from people profiles.

Automating reporting using data from different systems can help you create the best teams and ensure capacity. This is especially useful for managers, frontline employees and businesses that have a lot to do with shift work, seasonal work or other intense projects.

Power BI, Microsoft Planner and Power Automate are some of the potential tools you could use.

18. Management of projects


Project management is an important activity that is essential to many companies’ operations. Microsoft 365 is a tool that can assist with project management. It also provides the foundation for automation. Some companies may choose to create a collaboration area automatically when a project is created in their financial management software or equivalent. Others might also choose to integrate real-time budgeting, financial and timecard information into their project space. This allows for collaboration and dashboards to be embedded in project management processes. It also helps drive efficiency.

Microsoft Planner, Power BI and Microsoft Teams are all possible tools.

19. Onboarding employees


A formal employee onboarding program can increase efficiency and make new employees feel welcomed, which will help with employee retention. There are many tasks and checklists to be completed and information to give, so there are many processes that can be automated or semi-automated before a new hireaEUR(tm).s first day. It is important to ensure that employees complete all forms in time for their start, and within the first few weeks. This will also help to ensure that the information is sent to the correct people and systems. They may need to review a policy, take an intranet course, read information, fill out contact details, and submit forms. AEUR” especially frontline employees, may choose to invest in an employee onboarding app.

PowerApps, LMS365 and Xoralia policy management tool. Power Automate, SharePoint Online, LiveTiles target content. Power BI.

20. Employee offboarding


Onboarding employees is a topic that gets a lot of attention. However, offboarding involves many processes. These include ensuring equipment is returned, completing paperwork, making adjustments to different systems, performing exit interviews or issuing invitations to the alumni program. Another area where automation can be used to streamline communications, workflows, and reporting is offboarding.

Power Automate and Microsoft Forms are potential tools. Power BI is another option.

21. Collecting field data


Sometimes field workers and mobile employees might need to file reports that contain data they collect while out and about. This could be for engineers conducting site inspections or other similar activities. In order to be ideal, data should be collected and entered directly into mobile devices. Automated data entry can ensure that this information is automatically included in documents, dashboards, dashboards, and even workspaces.

PowerApps and Microsoft Forms are potential tools to use. Teams Apps, Power Virtual Agents (SPOILER), Power Apps, Power BI, Power Virtual Agents, Power Virtual Agents, Power Virtual Agents, Power Virtual Agents and SharePoint are all examples.

22. Administration of learning and development


Employee and organisational learning and development are essential parts of the daily lives of employees. It can be time-consuming, especially when it comes to mandatory training, which can happen annually, monitoring progress and completions, and reporting aEUR” sometimes to external bodies, for compliance purposes. Automating enrolment and tracking is a great idea, especially when you target different courses to different Microsoft AD groups. ItaEUR(tm), a new concept in learning automation, may include Viva Learning as it develops.

You can use the following tools: SharePoint, Power Automate and Power BI, and Microsoft Viva Learning. Xoralia policy management tool, Azure AD Directory.

23. Keep groups and lists current


Management of groups and lists can be time-consuming and involve multiple aspects of your digital workplace. This includes e-mail distribution and content targeting, personalisation and security, permissions, security and permissions as well as subscriptions and employee directories. Groups can be dynamic and depend on individual preferences, joiners, departures, and internal movements. It is important to ensure that your Azure Active Directory groups reflect your needs and are up-to-date. Automation is essential in this area. This includes synchronisation with your HR system and facilitating elements like default membership to different communities, topic subscriptions on your intranet, and many more.

Azure Active Directory, Power Automate and SharePoint are some of the potential tools you could use.

24. Meetings


Meetings are a big part of our lives. Yet, very little automation is applied beyond what Outlook does. This is despite the fact that there are many opportunities to improve the process. Automation could be used to book equipment, create a space, source tools like whiteboards (if you are hosting a virtual meeting), manage your diary, send out reminders and build minutes.

Power Automate and Outlook are potential tools to be used

25. Knowledge Management


Viva Topics, a new component of the Viva suite for employee experience apps, uses AI to automatically present content and identify experts on various topics. This information is then presented to users. This is partial automation of knowledge management and it’s an exciting prospect. However, it comes with a caveat: Viva Topics is not an aEURoeplug-and-playaEUR, and requires active and ongoing knowledge curation, plus a necessary level of content, to get value out of the tool.

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