AI Workflow Automation: 4 Examples and Best Practices

Few people look forward to spending their day on repetitive tasks. Fortunately, you don’t have to. AI workflow automation solutions handle routine, time-consuming activities, freeing you to focus on higher-value work. 

Keep reading to learn more about how AI automates daily tasks and boosts your efficiency.

What is AI workflow automation?

AI workflow automation is the use of artificial intelligence to streamline and perform repetitive tasks. Instead of manually sorting emails or entering data, AI automates these business processes. As a result, workflows become faster, smoother, and less prone to human error. It’s also more cost-efficient — with more time on your hands, you focus on higher-value tasks that drive revenue.

Core technologies behind AI workflow automation 

AI workflow automation tools rely on several core technologies:

• Generative AI: Generative AI refers to artificial intelligence that creates new content based on your input. Tools like ChatGPT use this AI to assist with tasks like drafting emails or writing social media content. By incorporating generative AI workflows into your processes, you streamline content creation and improve productivity.  
• Natural language processing (NLP): NLP technology allows AI to understand and respond to human language — in other words, it enables AI to work like a personal assistant, understanding your requests and acting on them accordingly. Leverage NLP technology at work by asking an AI-powered chatbot to summarize meeting notes.
• Application programming interfaces (APIs): APIs allow different software systems to talk to each other, enabling seamless automation. AI pulls data from one platform (like a customer support request submitted on a website), processes it, and then pushes the results into another AI system (like a technical support platform) without human intervention.

4 stages of AI workflows  

Most AI-driven workflows follow four main stages, which demonstrate how AI processes information and makes decisions:

1. Data collection: AI gathers information from various sources, including any inputs you feed into it — like questions you ask chatbots.
2. Data processing: The AI organizes and analyzes the data to extract insights. When you ask a chatbot a question, it processes the request by identifying key terms and comparing them to the information in its database.
3. Decision-making: AI interprets the data it just processed, alongside any preset rules it’s been asked to follow, to determine the next step — for example, how to answer your question.
4. Action execution: Finally, the system completes the next step. In this case, the chatbot answers your question.

4 use cases of AI workflow automation

Now that you know how AI tools work, let’s talk about how to use them to make work life easier. Here are four examples of AI workflow automation tools in action:

1. Sales

Salespeople can use AI sales tools like Otter Sales Agent to automate workflows. The agent transcribes sales calls in real time and captures important details, so you focus on closing deals instead of taking notes. 

Throughout the call, Otter Sales Agent provides real-time guidance to support your sales conversations. It offers tips for responding to the prospect’s questions and handling any objections. The agent also highlights useful insights in the transcript, which you can use to close future deals.

After the call, Otter Sales Agent takes care of next steps. It automatically updates your Salesforce or HubSpot customer relationship management (CRM) platform with call notes and drafts a tailored follow-up email, helping you keep the momentum going with minimal effort.

2. HR 

In the world of human resources, hiring can feel like an endless cycle of scheduling, interviewing, and notetaking. AI tools like Otter help by automatically transcribing interviews, making it easy to organize and compare notes on each candidate. No more frantic note-jotting — HR teams can focus on finding the best talent while AI handles the paperwork. 

You can also use Otter to improve your interviewing skills. Pull up notes from your last interview, review the discussion, and identify areas for growth.

3. Finance

Finance teams thrive on accuracy, and manual data entry takes too much time and leaves room for costly mistakes. By automating this part of your workflow with AI, you get financial insights faster and with fewer errors. AI tools extract data from financial documents like invoices and receipts and even generate reports. This way, the team focuses on making data-driven decisions that propel the business forward. 

Use Otter during financial meetings to further automate work. Otter captures the discussion and highlights action items, ensuring you don’t miss critical details, such as budget approvals or expense reviews. 

4. Customer service

Customers expect lightning-fast responses to their questions, and AI makes that possible. Automated chatbots answer common inquiries and pair customers with the right agents for more complex issues. This means fewer repetitive conversations for service reps and a better experience for customers. 

Another way to leverage AI in customer service is by using Otter to transcribe calls. Otter captures every detail of each customer interaction, which helps the team identify training opportunities and improve response strategies.

3 benefits of AI workflow automation 

AI workflow management tools streamline business operations in three ways: 

1. Automate repetitive tasks

AI workflow automation is especially effective at eliminating time-consuming, repetitive activities that slow productivity. 

Otter automatically takes notes on and summarizes your meetings, so employees spend time on more strategic tasks instead of administrative work.

2. Enhance decision-making

AI-driven automation provides access to real-time data and insights, which help you make smarter business decisions. 

Otter AI Chat pulls insights from all of its transcribed meetings, and you can use these to quickly make data-backed decisions.

3. Save money

Automating workflows with AI reduces the need for manual labor, leading to cost savings. By freeing employees from repetitive tasks like notetaking, they focus on higher-value activities that contribute to business growth. Automation also eliminates human error, which can be costly to fix.

3 challenges of AI workflow automation  

Like any technology, AI workflow automation also comes with disadvantages:

1. Implementation costs

An AI workflow offers long-term savings, but it can have high initial implementation costs — you have to pay for both the software and training. To get around this, opt for inexpensive tools that employees can easily integrate into their workflows, meaning they require minimal time and effort to adopt.

2. Security and privacy risks

AI systems process large volumes of potentially sensitive information, from customer details to internal financial data. Without proper safeguards, cybercriminals could access this data, putting organizations at risk of compliance violations, reputational damage, and financial loss. Choose AI tools that prioritize compliance with privacy laws and secure data storage — like Otter.

3. Employee concerns

Pushing AI in the workplace may make employees nervous about job displacement or role changes. Address these concerns by emphasizing how AI enhances their work rather than replacing it.

Top 5 AI workflow tools

Looking for the right solutions to streamline your workflow? Here are five of the best AI tools:

1. Otter

Otter automatically takes notes for all your meetings, interviews, and other calls and provides meeting summaries and action items. The new Otter Meeting Agent can also participate in meetings, answering questions and performing tasks like scheduling follow-up calls and drafting emails — saving you time and keeping your team aligned and organized.

2. ChatGPT

ChatGPT is a conversational AI tool that assists with content generation and data analysis. Integrate it into your workflow to draft emails, reports, marketing copy, social media content, and more.

3. Google Gemini

Google Gemini is an AI agent designed to work seamlessly with Google’s suite of tools and applications. Use it to brainstorm ideas, automate content creation, sift through your inbox, and draft email responses.

4. Microsoft Copilot

Microsoft Copilot integrates AI directly into Office tools like Word, Excel, and PowerPoint. If you work with any of these platforms, Copilot helps you get more out of them — use it to analyze data and spruce up your presentations.

5. Zapier

Zapier connects apps like Gmail, Slack, and Trello to build a fully automated workflow. Create “Zaps” that sync data between these apps and set up automatic trigger-action workflows. If you get a customer inquiry on Instagram, Zapier can automatically make a new task in Trello and send a Slack notification to the team so they don’t miss any requests.

3 best practices for AI workflow automation

Follow these best practices for using AI to automate your workflow:

1. Understand your needs

Before implementing AI, analyze your existing workflows by surveying team members to identify time-consuming activities. Pinpoint repetitive tasks and bottlenecks that could benefit from automation. By understanding where AI can add the most value, you target the best areas for improvement.

2. Choose the right tools

Not all AI tools are created equal, so select ones that align with your goals and integrate well with your current systems. If your business uses Zoom, Otter can automatically join and transcribe meetings, making it easy to capture key takeaways without extra effort. Also, consider factors like user-friendliness, scalability, and cost.

3. Provide training and support

For AI automation to be effective, your team must feel confident using the tools. Provide hands-on training and resources to help them learn how to use these solutions. Encourage employees to ask questions, and offer ongoing support to address any challenges that arise.

Automate your workflow with Otter

AI tools are a game-changer for boosting productivity, and Otter makes it easier than ever to streamline your workflow. By automating tasks like meeting notes, summaries, and action item generation, Otter allows you to focus on what matters — making decisions and getting results. 

Try Otter today!