Manual Work Is Holding Teams Back
Spreadsheets passed back and forth. Email chains asking for the same information. Forms that get filled out inconsistently. Tasks that rely on someone remembering to follow up.
For many organizations, these manual processes are simply “how things have always been done.” They work — until they don’t. As teams grow and workloads increase, these small inefficiencies quietly turn into delays, errors, and frustration.
The good news? Automation doesn’t have to be complex or expensive. Microsoft 365 already includes tools that help businesses collect information more consistently, reduce repetitive tasks, and turn data into useful insights — often without writing a single line of code.
In this next edition of our Microsoft 365 Hidden Gems series, we’ll explore tools designed to take work off your team’s plate, including:
- Simple ways to collect structured information
- Easy automation for repetitive, rule-based tasks
- Clear, visual reporting that supports better decisions
These tools don’t replace people — they remove busywork, reduce errors, and free teams to focus on higher-value work.
Let’s start with the tool many processes already rely on — and where automation often begins.
Core Anchor App: The Powerful, Flexible, and Reliable Excel
It's one of the most widely used tools in business, and for good reason. It’s flexible, familiar, and incredibly powerful when it comes to organizing data, tracking information, and performing calculations.
Microsoft Excel — Where Many Processes Begin
Many business processes naturally start in Excel — tracking requests, logging issues, managing inventories, monitoring budgets, or collecting information from multiple people. For individuals or small datasets, this often works well.
As organizations grow, however, spreadsheets are frequently stretched beyond their original purpose. Data gets entered inconsistently, multiple versions circulate, and manual steps are required to move information from one place to another.
Excel remains an excellent foundation — but it’s also where many teams begin to recognize opportunities for more structured data collection, automation, and reporting.
That’s where the next set of Microsoft 365 hidden gems comes in.
Hidden Gem 1: Microsoft Forms
Overview of Microsoft Forms
Microsoft Forms is a simple, intuitive tool for collecting structured information in a consistent way. It allows organizations to create surveys, polls, quizzes, and request forms that are easy to complete and easy to analyze.
Instead of gathering information through emails, spreadsheets, or verbal requests, Forms provides a single, standardized entry point. Responses are captured automatically and can be reviewed in real time, exported to Excel, or used to trigger follow-up actions.
Forms is especially effective for situations where multiple people need to submit the same type of information — without confusion or formatting issues.
Example Use Case
An IT department needs a better way to manage support requests. Rather than receiving issues through emails, hallway conversations, or Teams messages, they create a simple Microsoft Form.
Employees submit requests by selecting the issue type, urgency level, and providing a short description. Each submission is timestamped and consistently formatted, making it easier for the IT team to prioritize and respond.
Instead of chasing missing details, the team starts each request with the information they need.
Advantages of Microsoft Forms
- Creates consistent, structured data every time
- Easy for users to complete — no training required
- Automatically collects and organizes responses
- Reduces back-and-forth clarification emails
- Integrates naturally with Excel and other Microsoft 365 tools
- Ideal for internal requests, feedback, and data collection
Who Benefits Most from Microsoft Forms
- HR and People Operations collecting onboarding information, surveys, or training feedback
- IT and support functions managing service requests or issue intake
- Operations teams capturing approvals, incident reports, or process inputs
- Managers and department leads gathering input without spreadsheets
- Any organization looking to replace ad hoc data collection with a simple, reliable process
Tip: If people are submitting information in different formats today, a Form is often the fastest way to bring consistency without adding complexity. Visit the Microsoft Forms Blog for detailed information about a variety of topics related to Forms.
Hidden Gem 2: Microsoft Power Automate
Overview of Microsoft Power Automate
Microsoft Power Automate is a no-code automation tool that helps organizations reduce repetitive, manual work by creating simple workflows between apps and services.
At its core, Power Automate follows a straightforward logic:
When this happens → do that.
For example, when someone submits a form, Power Automate can automatically send a notification, create a task, update a list, or store information in a shared location — without anyone needing to intervene.
Power Automate works quietly in the background, helping teams move information along without copy-and-paste steps or follow-up reminders.
Example Use Case
A company uses Microsoft Forms to collect onboarding requests for new employees. Each time a form is submitted, Power Automate automatically:
- Sends a confirmation email to HR
- Notifies IT in Microsoft Teams
- Adds the request to a tracking list
- Creates a task for account setup
What used to require multiple emails and manual coordination now happens instantly and consistently — every time.
Advantages of Microsoft Power Automate
- Eliminates repetitive manual tasks
- Reduces errors caused by missed steps or forgotten follow-ups
- Works across many Microsoft 365 apps
- No coding required for common workflows
- Improves consistency and reliability in everyday processes
- Runs automatically in the background once set up
Who Benefits Most from Microsoft Power Automate
- Administrative and operations roles managing recurring processes
- HR departments coordinating onboarding, offboarding, and approvals
- IT teams handling routine requests and notifications
- Finance teams routing approvals or tracking submissions
- Managers looking to reduce follow-ups and process bottlenecks
Hidden Gem 3: Microsoft Power BI
Overview of Microsoft Power BI
Microsoft Power BI (Business Intelligence) is a data visualization and reporting tool that helps organizations turn raw data into clear, interactive insights. Instead of manually updating spreadsheets or creating static reports, Power BI connects to data sources and presents information through live dashboards and visuals.
Power BI is especially valuable when data exists in multiple places — such as Excel files, Forms responses, or Lists — and needs to be viewed in a way that’s easy to understand and share.
Rather than replacing spreadsheets, Power BI builds on them by making data more accessible, visual, and decision-ready.
Example Use Case
A growing business wants better visibility into product sales across different regions. Sales data already exists in Excel spreadsheets submitted weekly by regional managers, but pulling everything together takes time and makes it difficult to spot trends.
Using Power BI, the organization creates a live dashboard that pulls sales data from those spreadsheets and displays it by region, product line, and time period. Leadership can quickly see which regions are performing well, where sales are slowing, and how trends are changing month over month — all without waiting for manually prepared reports.
Instead of spending time compiling data, the team spends time discussing insights and making informed decisions.
Advantages of Microsoft Power BI
- Turns data into clear, visual dashboards and reports
- Reduces time spent creating manual reports
- Automatically updates as data changes
- Makes trends and patterns easier to spot
- Supports better, faster decision-making
- Allows secure sharing of insights with stakeholders
In organizations with Copilot enabled, Power BI can also use AI-assisted prompts to help users explore data and uncover insights using natural language — though many teams gain significant value from dashboards and visual reporting alone.
Who Benefits Most from Microsoft Power BI
- Leadership and management needing high-level visibility into operations
- Finance and operations roles tracking trends, performance, or workloads
- HR and people teams monitoring hiring, onboarding, or engagement data
- IT departments reviewing request volumes and response times
- Any organization that wants insight without spreadsheet overload
Automation Doesn’t Replace People — It Removes Busywork
Teams struggle when too much time is spent on manual, repetitive tasks that quietly slow everything down.
By using tools like Forms, Power Automate, and Power BI, organizations can collect information more consistently, reduce unnecessary steps, and gain clearer insight into what’s really happening across the business. These tools work together to remove friction — not by adding complexity, but by simplifying how work flows from one step to the next.
Often, the biggest gains come from small changes. Automating even a handful of routine processes can free up hours of time each week and reduce errors along the way.
Ready to Reduce Manual Work in Your Organization?
Are you interested in the powerful automation and reporting tools within Microsoft 365?
Contact us to book a consultation and we can help you assess which tools make the most sense for your organization.
Coming Up Next in the Series…
In the next edition of our Microsoft 365 Hidden Gems series, we’ll explore tools that support learning, knowledge sharing, and employee experience — including ways to centralize training, surface important information, and help teams stay informed and engaged.