2x faster business processes with Microsoft Power Platform

As markets move fast, businesses have to be able to adapt almost overnight. However, for most large companies, this isn’t easy. Established processes can be time-consuming and difficult to change, especially if manual checks are involved.

This is where automation can make a visible impact. By eliminating repetitive work, automated tasks save a lot of precious time. And when change is necessary, a minor adjustment is all it takes.

One of our clients sought to speed up their processes with automation. They are a major software development company serving clients in international markets. Each month, they handle complex processes such as tracking, reconciliations, and invoicing. They asked for our help with improving their efficiency.

To deliver results fast, we decided to use the low code/no code capabilities of Microsoft Power Platform. The service, included with most Office 365 licenses, enables building custom business apps or solutions without specialized programming knowledge. By using tools the client already had, we reduced the workload by making software do the work.

Before the project, HR and Hiring Managers worked together to complete and review work agreement templates. Multiple people making changes often caused errors or inconsistencies in layout or wording. The documents were then sent to the Administration for manual signature collection, which was time-consuming.

Now, a locked template is available in a tool where the Hiring Manager only needs to fill in a few fields. The agreement is automatically generated and sent to another system for electronic signatures.

Because the tool doesn’t allow unauthorized changes, it ensures that everyone uses the latest version of the document, which minimizes errors and speeds up the process. Manual intervention only occurs in non-standard cases.

As a result of this workflow, 65% of agreements are now completed fully automatically, saving dozens of hours of work across departments each month.

The company hires software professionals, and they need to vet the skills of promising candidates. To ensure fast progress, the company is supported by external verifiers.

Hiring managers send verification requests to a central database. When a verifier is selected, the system sends them a request email. The automation also sends out status reminders and updates.

All stakeholders then work on the process using a central application that sends data to Power BI. On the generated report, all hiring managers can view their current and past verifications, check their status, and manage any reconciliations.

With around 20 monthly verifications, the system has saved thousands of hours of manual work across departments since its creation.

Previously, candidate referrals came through email, with administrators manually entering candidate and referrer data into Excel sheets and the ATS system. Staff tracked new hires and resulting reward payments by hand, sending payment documentation individually.

Now, the system features an electronic form that automatically enters data into the required databases, while the Power Platform flow sends status updates to referring employees. Managers approve reward payments through the system, with notifications ensuring timely processing.

The automation manages approximately 30 referrals monthly, eliminating hundreds of hours of administrative work and improving employee satisfaction by ensuring prompt rewards. A Power BI dashboard provides real-time visibility into the program’s performance, helping leaders track referral quality and conversion rates.

In addition to redefining some key processes, we worked with the client to improve processes in finance, IT, and HR departments. Automated reminders or task generation help avoid unnecessary work and delays with recurring processes.

One key benefit of using Power Platform for automation is that it is relatively fast and easy to create flows, with some taking as little as 2-3 weeks to set up. The client started to realize the benefits of automation almost instantly.

Power Platform flows transformed how our client handles routine operations. What began as a few targeted improvements has grown into a company-wide efficiency initiative.

By automating multiple processes, including document generation, technical verifications, and the referral program, the company has reclaimed over 300 hours of monthly staff time.

Employee satisfaction has increased, with staff reporting less frustration with paperwork and more time for meaningful, strategic work. Error rates have dropped by 85%, and process completion times have been halved across all automated workflows, which has vastly improved overall company efficiency.

Additionally, automation helps standardize processes, improving clarity and flow within the organization. This prepares the company for scaling up – a larger volume of requests can be processed without significantly increasing human resources or workload, as the systems still handle the majority of the work.

As our partnership continues, we’re identifying new opportunities to use the Power Platform’s capabilities. The success of these initial projects has proven that small, targeted automations can deliver significant results without massive IT overhauls – making business agility a reality and not just an aspiration.