How Can Technology Streamline Business Operations?
In today’s fast-moving business landscape, staying ahead of the competition often boils down to one thing—efficiency. For savvy entrepreneurs and business leaders, leveraging technology to streamline operations is no longer just an option; it’s a necessity. Whether you’re a startup founder looking to scale quickly or a seasoned CEO aiming to optimize everyday workflows, the right tech tools can make all the difference. To help you harness this power, we’ve tapped into the expertise of CEOs and founders who have successfully integrated technology into their business strategies. From using cloud-based collaboration platforms to automating repetitive tasks through Google Sheets, these fifteen expert tips will show you how to streamline your business operations and free up valuable time and resources.
- Utilize Cloud-Based Collaboration Tools
- Automate Video Production with AI
- Streamline with Trello and HubSpot
- Implement Predictive Maintenance Tools
- Automate Repetitive Tasks for Efficiency
- Adopt ETL for Automated Workflows
- Develop In-House Cold-Outreach Automation
- Leverage Automation for Efficient Operations
- Manage Customer Relationships with CRM
- Enhance Operations with Automation and Analytics
- Speed Up Processes with Management Software
- Create Real-Time User Feedback Loops
- Automate and Scale with Cloud Platforms
- Integrate Automation and Project Management
- Automate Email Tasks via Google Sheets
Utilize Cloud-Based Collaboration Tools
One effective technology we use to streamline business operations is cloud-based collaboration and workflow management tools like Microsoft 365 or Google Workspace.
These platforms enable our teams to collaborate in real time, no matter where they are located, and keep all our work centralized and accessible. For example, using cloud-based document management, we’ve eliminated the need for back-and-forth emails and version control issues. Team members can co-edit documents, manage tasks, and track project progress all within one integrated system.
Additionally, the use of workflow automation within these platforms has allowed us to automate approvals, notifications, and task assignments, reducing the manual effort required to keep projects moving forward. This has not only improved our operational efficiency but also enhanced communication and collaboration across teams, leading to faster decision-making and project execution.
Sergiy Fitsak, Managing Director, Fintech Expert, Softjourn
Automate Video Production with AI
At Elai, we understand the critical role of SMM video production. However, creating high-quality videos in bulk can be both time-consuming and costly. To address this challenge, we’ve developed a marketing video automation tool. By automating the process, we can reduce the need for manual labor, allowing our teams to focus on innovation and creativity.
Now we need only text prompts, ready-made video templates, and AI avatars to generate professional-looking videos. Moreover, you can personalize the videos with AI Avatars and variables via Google Sheets with the required information, which makes it easier and faster to produce videos that really convert. By freeing up the potential for creativity, the teams can bring something valuable to the table.
Khrystyna Polotninako, Head of Growth, Generative AI Expert, Elai
Streamline with Trello and HubSpot
We use technology extensively on every team to streamline our business operations and provide the tools necessary to make the process more efficient within the company. We use Trello as our central project management tool, enabling our teams to collaborate seamlessly, track progress, and manage intensive workflows, regardless of where they are located. Trello helps us maintain clarity on tasks and deadlines, ensuring that projects move forward smoothly.
HubSpot is our most-used tool, which centralizes all customer data, streamlines our sales processes, and enhances our customer service efforts. By having a comprehensive view of our customer interactions, we can personalize communication and make informed decisions that drive customer satisfaction and retention.
We also rely on Google Analytics to monitor key metrics and gain insights into our website performance. This data-driven approach helps our team to make informed decisions, optimize our marketing strategies, and improve overall business performance in our organic and paid marketing efforts.
Mads Viborg Jørgensen, CEO and Co-Founder, PatentRenewal.com
Implement Predictive Maintenance Tools
In industries that rely on machinery or tech infrastructure, using predictive maintenance tools can prevent downtime and ensure smooth operations. These tools analyze data from equipment to predict when maintenance is needed, reducing the risk of unexpected failures. By proactively addressing issues, businesses can avoid disruptions and keep operations running smoothly, leading to greater efficiency and cost savings.
Alari Aho, CEO and Founder, Toggl Inc
Automate Repetitive Tasks for Efficiency
We use automation tools to handle repetitive tasks like data entry and follow-ups, freeing up time for more important work. Integrating systems like our CRM and project management tools keeps everything connected and running smoothly. Cloud services make it easy to access what we need from anywhere, which is a big plus. The goal is to work smarter, not harder.
Corey Schwitz, CEO & Founder, Skydog Ops
Adopt ETL for Automated Workflows
For our IT Services business, we adopted an ETL (Extract, Transform, Load) product to automate tasks according to a set timetable and facilitate communication across various platforms. Manual, process-heavy tasks that would take around one week out of every month, we automated into a workflow. By using the single press of a button, we can now do that week of manual work in around seven minutes.
Richard Common, Operations Director, Trustack
Develop In-House Cold-Outreach Automation
Here’s an example of how we’re using technology to streamline our operations. Right now, we’re developing an in-house tool to automate our cold-outreach process. If you’re in tech and you spot a growth bottleneck that technology can address, you have two main options. You can either quickly build a solution with your own team and maybe even integrate it into your product line—like we’re doing—or, if you don’t have the expertise, you can partner with experts who’ve already created a similar solution.
For instance, to boost our lead generation, we’re creating a tool that automates LinkedIn outreach. You upload a list of target companies, and the tool automatically visits their LinkedIn pages, pulls relevant company information, and then finds and profiles the key people you need to reach. It grabs their names, LinkedIn profiles, and other details, then sends them a connection request and a personalized message.
While this kind of automation isn’t always in line with LinkedIn’s policies, we’ve found ways to navigate these restrictions effectively.
Andrew Bluemental, CEO & Co-Founder, Lemon AI
Leverage Automation for Efficient Operations
One of the ways you can leverage technology to streamline business operations is by leveraging automation solutions. These tools allow you to use your time efficiently and make the most of the available resources. By cutting down time incurred on menial tasks and repetitive processes, you enable your team to focus on things that matter and operate at maximum efficiency. They can concentrate on high-value deliverables rather than tasks that could be performed automatically, and that too with a bare minimum margin of error. This significantly improves your productivity and helps you streamline business processes for optimal results.
Stephanie Wells, Co-founder and CTO, Formidable Forms
Manage Customer Relationships with CRM
Technology fuels a variety of our processes. One of them is customer relationship management. Leveraging a CRM solution, we can effortlessly store, manage, and analyze customer data for relevant insights, which help us ensure continuous improvement and enable us to offer solutions tailored to the needs and preferences of our target audience. It also helps improve our communication and makes it easier for us to interact with our current and potential customers through personalized messaging. We can engage our audience throughout different stages of their buyer’s journey, capture quality leads, nurture them, and grow our conversions hassle-free.
Andrew Munro, Founder & President, AffiliateWP
Enhance Operations with Automation and Analytics
Tech entrepreneurs leverage technology to streamline business operations by implementing automation tools, cloud computing, and data analytics. Automation tools help manage repetitive tasks like customer support, invoicing, and marketing, reducing manual effort and improving efficiency. For example, chatbots can handle basic customer inquiries, while automated workflows can streamline internal processes, allowing teams to focus on more strategic work.
Cloud computing enables seamless collaboration, remote work, and scalability by providing access to resources and data from anywhere, without the need for extensive physical infrastructure. Data analytics tools help businesses make informed decisions by analyzing customer behavior, market trends, and operational performance in real time. By using these technologies, businesses can enhance productivity, reduce costs, and adapt quickly to changing market conditions.
Christian Espinosa, Founder and CEO, Blue Goat Cyber
Speed Up Processes with Management Software
As the CEO of a 3D-rendering company, I’m all about using tech to keep things running smoothly.
We’ve got some seriously cool software that speeds up our rendering process, which means we hit deadlines faster without losing any quality. We also rely on project management tools to keep everything in check—tasks, deadlines, and client updates are all in one place. This keeps our team synced up and clients in the loop effortlessly.
There are a lot of smaller tasks that go into our final product, and without some type of management software, I truly believe there would be a lot of logistical issues.
On top of that, we use AI to handle the boring stuff, like file conversions and organizing data. This lets our team focus on the fun, creative parts of our work. Staying ahead with the latest tech not only keeps us efficient but also helps us stay ahead of the game.
Lukas Berezowiec, CEO & Founder, No Triangle Studio
Create Real-Time User Feedback Loops
When I transitioned from UX design to founding a website design plugin company, one of the most transformative changes I made was implementing a real-time feedback loop in our development process. Instead of traditional, linear project management methods, I developed a framework where every team member—whether they were developers, designers, or marketers—had direct access to user feedback in real time.
This wasn’t just about gathering data; it was about making every decision data-driven. By integrating tools that captured user behavior and feedback instantly, we could pivot our approach within hours, not weeks. For instance, when a new feature was rolled out, we monitored user interactions closely. If something didn’t resonate, our team could iterate on it immediately, often releasing an improved version by the next day.
This approach didn’t just streamline operations; it created a culture of responsiveness and agility. It also meant that our users felt heard, which built loyalty and trust. The key takeaway? Speed and adaptability in decision-making are crucial. Don’t wait for quarterly reviews to make changes—equip your team with the tools to act on insights the moment they surface.
Rasmus Myhrberg, Founder & CEO, Spark Plugin
Automate and Scale with Cloud Platforms
I use technology to make our business run smoothly and efficiently. We specialize in blockchain, AI, and the metaverse, so staying on top of new tech is key for us.
We use automation to handle repetitive tasks, freeing up our team to focus on bigger projects. Cloud platforms like AWS help us scale easily and work with clients worldwide. Tools like Jira and Trello keep our projects organized and ensure deadlines are met.
Data analytics helps us understand customer needs, while AI helps us improve services and predict trends. By using these technologies, Blocktech Brew can stay efficient and continue to grow, while delivering great results for our clients.
Gagandeep Singh, Founder of Blocktech Brew, Blocktech Brew
Integrate Automation and Project Management
I’ve found that leveraging technology to streamline business operations is all about integrating tools that automate routine tasks and improve efficiency. We use a combination of automation and cloud-based platforms to optimize our workflow. For instance, we’ve implemented Zapier to automate repetitive processes, like data entry and customer follow-ups, which frees up our team to focus on higher-value tasks.
Additionally, we rely heavily on cloud-based project management tools like Asana to keep everyone aligned and ensure projects stay on track. This has been particularly useful for coordinating efforts across remote teams, allowing us to collaborate seamlessly regardless of location.
By integrating these technologies, we’ve been able to reduce operational bottlenecks, increase productivity, and scale our business more effectively. I think the key is to continually assess your operations and adopt tools that can automate and enhance your core processes.
Kenan Acikelli, CEO, Workhy
Automate Email Tasks via Google Sheets
I’ve always believed in using tools to automate manual and repetitive tasks.
I’ll give you the simplest example: we run a script on Google Sheets that enables employees to send emails directly instead of having to open Gmail, type in the email address, attach the document, and then share it.
Gursharan Singh, Co-Founder, WebSpero Solutions
