Save Time and Money: Incorporate Microsoft Lists into Your Business Workflow

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If your company uses Microsoft 365, a brand-new opportunity for improving workflows and replacing manual processes has just been added. Microsoft Lists was rolled out at the end of the summer to all business and enterprise subscriptions that include SharePoint.

Simply switching to cloud technology does not necessarily mean all your business workflows are going to magically improve. It takes a strategy and knowing how to fully utilize the applications that you use.

Workflow enhancement and productivity improvement often mean digging into features inside your cloud tools and customizing automation and features to fit your team’s needs.

It turns out that many businesses in the Quad Cities area and the rest of the country are underutilizing their technology. 80% of U.S. small businesses do not take full advantage of digital tools, which leads to lower revenue growth compared to those that do.

Some companies may have not even noticed the new app, or may have thought it was “just another to-do list manager.”

But Microsoft Lists is much more than that and it can:

  • Replace manual spreadsheet lists.
  • Replace certain types of apps (e.g. a project/task manager).
  • Provide several different looks based upon a variety of views.
  • Automate notifications.
  • Allow people to collaborate on and share list-based activities.

Where Can You Deploy Microsoft Lists?

Most offices have multiple list-based processes. These can include lists of vendors, lists of device assets, lists of tasks that happen when a customer service ticket comes in, lists of sales leads, and more.

Spreadsheets are one of the “go-to” management methods for lists. But these can be cumbersome to share and make it difficult to see data in a meaningful way. Microsoft Lists has the potential to replace those spreadsheets and give you a more dynamic and productive way to handle list organization and list-based processes.

 What Are Some of the Basic Features of the Application?

 Microsoft Lists can be created from scratch, from a ready-made template, from an Excel sheet, or from another list.

  • You can view list data in multiple ways (calendar view, gallery view, etc.).
  • Rules can be set up to notify users of a specific list event (new record, change in a field, etc.).
  • Use Microsoft Lists in a web app, mobile app, or within Microsoft Teams.
  • Share Microsoft Lists with others and collaborate on list processes.
  • Keep lists organized and easy to find.

Microsoft List Screenshot

Microsoft Lists Home Page

How Can You Incorporate Microsoft Lists Into Your Business Workflow To Save Time And Money?

 Nearly 60% of surveyed workers say they could save 6+ hours per week with automation incorporated into their workflows.

As with any application, how you integrate it into your workflow is what matters. The goal is to replace manual processes that take valuable time with automated processes.

Manage Assets More Easily

Trying to keep track of which employee last checked out the projector or when the warranty for a company laptop runs out can be time consuming and fraught with problems.

Microsoft Lists has a ready-made asset manager template you can use to easily keep track of those assets. You can include details such as who the item is assigned to or who last checked it out, and add a photo of the item if needed.

Microsoft Lists Screenshot

You can also include important facts such as warranty information and when a device is due for a service check. Reminders can also be added to never miss a due date.

Use Microsoft Lists for Project and Task Management

Because Microsoft Lists is designed for collaboration, you can use its work progress tracker template to set up project and task management activities. This new app could potentially replace a project management tool for which you currently pay a subscription fee.

You can assign teammates tasks, status, priority values, and create rules to send notifications when someone has completed a task (no more wasted time with follow ups!). Microsoft Lists provides you the flexibility of viewing project tasks in a list or calendar view by the due date or start date.

Schedule Marketing Content

Most businesses have digital content marketing as a priority for their sales activities. Tactics management is a prime candidate for a move from a spreadsheet environment to a dynamic Microsoft Lists environment.

Social media posts often have accompanying images. Sending around a spreadsheet schedule with images separately makes for a cumbersome and confusing process.

Use the Microsoft Lists content schedule template to organize your marketing and content, keep text and associated images on one easy-to-view screen. You can filter content by status or due date. You can even automate approvals by adding a rule that when an approval field changes to “Approved,” the person responsible for posting the content receives an email.

How Can We Help?

Twin State Technical Services can help your company customize workflows to eliminate time-consuming manual tasks.

Contact us today to schedule a consultation. Call 563-441-1504 or contact us online.

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