Identifying problems caused by skills shortages
The term "skills shortage" describes the situation when companies cannot find qualified employees for open positions despite intensive searching. The numbers speak for themselves:
The situation across Europe isn't any better – Eurobarometer data shows that 65% of small businesses and 68% of medium-sized businesses in the EU have difficulty finding suitable talent.
How can you tell if your company is affected? The warning signs often appear gradually:
Overloaded teams: your employees regularly work overtime
Delayed projects: orders cannot be completed on time
Declining quality: errors accumulate due to time pressure and stress
High recruitment costs: the search for new employees becomes increasingly expensive
How digital processes help combat the shortage
The good news: Digitalization can noticeably relieve your team. It's not about replacing people, but freeing them from time-consuming routine tasks. This gives your employees time for the really important things – creative problem-solving, customer contact, and strategic planning.
Challenge
Digital solution
result
Time-consuming routine tasks
Automation of recurring processes
More time for value-added activities
Knowledge silos with individual employees
Central documentation and knowledge databases
Less dependence on individuals
Inefficient communication
Structured digital communication channels
Faster decisions, fewer misunderstandings
Complex project coordination
Digital project management tools
Better resource utilization, higher transparency
The Vertex study on digitalization reveals an interesting paradox: Skills shortages often slow down digital transformation – yet digitalization offers effective solutions to staff shortages.
Automation to relieve teams
Automation might sound complicated, but it's actually quite simple at its core: You transfer recurring tasks to digital systems. Especially for medium-sized companies with limited resources, this can make the crucial difference.
1. Standardizing work steps
The first step toward automation is standardization. When everyone on the team knows how certain processes work, you save time and avoid errors. A standardized process for invoice approval means, for example: Everyone on the team knows who checks what and who signs off in the end.
Practical approaches to standardization:
Create templates: Use standard templates for recurring documents
Introduce checklists: Define clear steps for regular processes
Document processes: Record how approvals work
2. Automating routine tasks
After standardization, you can begin with actual automation. Many everyday tasks can now be automated with simple tools. Email management automatically sorts incoming messages into the right folders. Data moves from one system to another without manual copying.
Automation is particularly worthwhile in these areas:
Accounting: Automatic creation and sending of invoices
Appointment management: Digital calendars with automatic reminders
Data transfer: Information flows automatically between systems
3. More freedom for high-value activities
What happens with the time gained? Your employees can finally focus on the tasks that really matter. Instead of typing data, they conduct customer conversations. Instead of coordinating appointments, they develop new ideas.
Digitizing processes for SMEs and simplifying routines
The AXA SME Labor Market Study 2025 shows: 44% of surveyed SMEs have problems filling open positions. Small and medium-sized enterprises in particular can achieve a lot with digital processes, even without a large budget.
Connecting your own tools with simple workflows
You don't need an expensive IT department to introduce digital tools. Modern cloud-based solutions grow with your company. Integration into existing systems often works with just a few clicks.
MeisterTask is a good example of a tool that seamlessly integrates into existing workflows. Teams can get started immediately without weeks of training. The intuitive interface makes getting started easy – an important factor when time is tight.
Keeping data security and compliance in mind
With all the enthusiasm for new tools, you mustn't forget data protection and compliance. When selecting tools, pay attention to:
Server location: where is your data stored?
GDPR compliance: does the provider meet European data protection standards?
Transparency: can you track what happens to your data?
MeisterTask stores all data on German servers and meets the highest security standards. This way, you can focus on your work while your data remains secure.
Working faster through automation and clear workflows
1. Minimizing redundancies in task management
Do you know this situation? The same information is entered three times, status updates go via email, phone, and meetings. These redundancies cost time and are annoying. A central system provides a solution.
Typical time wasters in companies:
Multiple data entry: Information moves manually from system to system
Status inquiries: "How far along are you with the project?"
Manual reports: Numbers are compiled by hand
Duplicate communication: The same info goes out via email and phone
2. Creating transparent responsibilities
Who does what by when? This simple question causes confusion in many teams. Digital tools show at a glance who is responsible for which task. This speeds up decisions and prevents tasks from being left undone.
3. Establishing adaptable processes
The world changes quickly – your processes should be able to keep up. Digital workflows can be adjusted with just a few clicks. A new step in the approval process? No problem. An additional check is needed? It can be quickly inserted.
Employee relief through digital tools
Specialized platforms for team collaboration
The selection of collaboration tools is large. Project management platforms organize tasks, communication tools connect teams, and document management systems create order. The trick is finding the right tool for your needs.
MeisterTask combines multiple functions in one platform. Teams manage tasks, communicate, and document in one place. This not only saves time – it also makes work more organized.
Cost savings through less administrative work
Digital tools pay for themselves quickly. Less time for administration means more time for revenue. The return on investment shows up in various areas:
Faster information search: everything is centrally stored and searchable
Fewer meetings: much can be clarified asynchronously
Automatic reports: reports are generated at the push of a button
Easier onboarding: new employees find their way around faster
Digitalization against skills shortages in various industries
Public sector and administration
Government agencies struggle particularly with skills shortages. Complex approval procedures and form processes tie up many resources. Digitalization offers great opportunities here: Online applications, digital files, and automated workflows relieve employees.
Manufacturing and crafts
Traditional industries also benefit from digital helpers. Digital planning tools optimize material usage, mobile apps document work steps directly on-site. This leaves more time for the actual craft work.
Services and finance
In the service sector, customer contact counts. Digital processes ensure that inquiries quickly reach the right contact person. Financial service providers benefit from transparent workflows that automatically meet compliance requirements.
The future of work with modern applications
The working world is changing. Remote work and hybrid models are no longer exceptions, but the new normal. For fighting skills shortages, this is an opportunity: You can hire talent regardless of where they live.
Digital tools make this flexibility possible in the first place. Teams work together across time zones, projects continue even when individual employees are working from home. MeisterTask was developed precisely for this modern working world – cloud-based, device-independent, and in real-time.
More time for what matters
Skills shortages are a challenge, but not an unsolvable one. Digital processes and automation give your team the breathing room it needs. Standardized procedures, automated routines, and transparent responsibilities create space for the really important tasks.
MeisterTask offers exactly the support that teams need in this situation. The platform combines project management, team collaboration, and process automation under one roof. With German data protection standards and intuitive operation, getting started is quick and uncomplicated.
