Everyone has specific tasks involved in his or her job that are boring and repetitive. Repetitive tasks such as emailing files to the members of a team, moving files between PC's on a network, and distributing daily reports can seem like drudgery. As a result, they often are not treated as a priority and sometimes they simply never get done.
Many repetitive tasks that need to be performed can be automated - freeing up time to focus on other activities. For example, backing up critical business files, performing routine PC/network maintenance, manipulating files and data, and sending messages to users.
There are two primary reasons to automate tasks: (1) To ensure that mundane tasks get performed when you don't want to do them or don't have the time to do them, and (2) to ensure that critical tasks get accomplished consistently on time.
The bottom line is -- by automating tasks, you can reap significant rewards in terms of improved efficiency of staff time, reduction in resources used, etc.
Automation Tools
The typical Windows user has a wide variety of options available to them when it comes to automation. Some of these options are briefly discussed below.
Batch Files
Batch files are small text files (or "scripts") that can be used to perform simple tasks on your PC. For example, a batch file can be used to start a Windows program, backup or copy files on your PC to a network, FTP files to or from the Internet, etc.
The downside to batch files is that they are only suitable for automating the most simple of tasks because standard MS-DOS commands are limited.
Windows Script Host
Windows Script Host files are like batch files on steroids. Starting with Windows Me, Microsoft built a new way to run scripts on your PC. The Windows Script Host uses scripts that are written in Visual Basic Script or JScript.
A Windows Script Host file has the capability of automating more complex tasks than a MS-DOS batch file. Windows Script Host files can also be run on a web server, a network, or on an individual PC.
The Windows Scheduler
The Windows Scheduler (frequently accessible from the Control Panel) allows you to run specific batch files and Windows Script Host script files on a specific schedule.
Productivity Software
Several software products have the built-in ability to automate tasks. For example, Microsoft Word, Excel and Access give you the ability to create macros. Macros can perform a series of actions on a file, such as copying formulas or printing information from an Excel spreadsheet. They can be set up to run automatically when a file is opened, or be initiated by a series of keystrokes.
Specialty Automation Software
There are several software packages whose sole purpose is to automate practically any task on your PC. Their purpose is to allow you to automate complex tasks.
Most software packages of this nature offer keystroke emulation, web browser tasks, and automatic emails. They even allow you to open software and files, perform specific tasks, send jobs to a printer, zip and unzip files, etc. This type of software allows you to build a series of tasks (frequently called "jobs"), each of which may invoke different software, run them sequentially and make decisions about subsequent actions to take based upon the results of prior jobs.
Getting Started
The key to automating portions of your business is to identify tasks that are performed on a routine basis. Then, each of these tasks should be evaluated as to whether they should be automated. Some factors to consider include: (1) The complexity of the task, (2) The number of possible decision points in the task, (3) How the success or failure of a task can be measured, (4) The costs involved in automation, and (5) The frequency that a task needs to be performed.
Wild-Webs has automated a wide variety of tasks for clients, from performing e-commerce database updates, image manipulation, critical file backups, file conversions, and a host of other applications.
If you have mundane (but important) tasks you want to automate and you want someone with experience to assist, call Wild-Webs at 913-780-3400.
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