Power Automate: Tips for Optimizing Workflows

At QServices, we help businesses make their daily tasks easier and faster with Microsoft Power Automate. If you’re using Microsoft workflows to handle repeated tasks, it’s important to keep them simple and efficient. 

Just because something is automated doesn’t mean it’s as fast as it could be. Poorly designed workflows can slow things down, create delays, or use too many system resources. That’s why it’s important to follow Power Automate best practices to get the most out of it. 

Here are four simple ways to make your workflows work better. 

1. Use “Delay Until” to Run Actions at the Right Time 

Have you ever wanted a report to be sent exactly at 9 AM or a reminder to go out at a specific time? Instead of guessing random delays, Power Automate has a "Delay Until" action that lets you set an exact date and time for things to happen. 

How to Do It: 

• Instead of using a basic delay, pick “Delay Until Power Automate” and choose the exact time you want something to run. 

• This keeps things on schedule and prevents unnecessary waiting. 

Example: Want an approval email to go out every Monday at 8 AM? Delay Until makes sure it happens at that exact time instead of running too early or too late. 

2. Run Actions at the Same Time for Faster Results 

Many Microsoft workflows follow a step-by-step process. But what if you have multiple tasks that don’t depend on each other? Instead of running them one by one, you can run them all at the same time using Power Automate merge parallel branch. 

How to Do It: 

• Use parallel branches in your flow to start multiple actions at once. 

• Merge them later when they’re done, so the workflow continues smoothly. 

Example: If you need to update a database, send an email, and log an entry, you can run them all at the same time instead of waiting for one to finish before the next starts. 

3. Group Actions for Better Organization 

If your workflow has a lot of steps, things can get messy and confusing. That’s where Power Automate group actions come in. By using Scopes in Power Automate, you can bundle related steps together to make your workflow neater and easier to manage. 

Why Use Scopes? 

• A Scope in Power Automate acts like a folder—it keeps related steps organized. 

• It also helps find and fix issues quickly if something goes wrong. 

Example: Let’s say your workflow checks invoices, updates customer records, and sends notifications. Instead of having these steps all over the place, group them inside a Scope so everything stays clear and organized. 

4. Speed Up Your Flow by Filtering Data 

If your workflow is pulling too much data, it can slow down. Instead of searching through everything, use Power Automate integration features like filter queries to only get the data you actually need. 

Example: Instead of loading all customer records, filter them to only fetch recent orders—making your flow run faster and more efficiently. 

Power Automate: Tips for Optimizing Workflows 

Simple Ways to Make Workflows Faster and Better 

Earlier, we talked about basic ways to speed up and improve your workflows using Microsoft Power Automate. Now, let's move a step further and explore more ways to make your automation work even better. 

Here are four easy ways to make your automation work even better! 

1. Find and Fix Slow Steps in Your Workflow 

Ever felt like your workflow takes too long to finish? That’s usually because of slow steps that hold everything back. 

How to Spot Slow Steps: 

• Use Power Automate analytics to see how long each step takes. 

• Check for delays—is someone taking too long to approve things? Is one step waiting for another? 

• If something isn’t needed, remove it to speed things up.  

Example: If a manager is too busy to approve every request, set up automatic approvals for simple tasks and only require manual approvals for important ones. 

2. Process Many Items at Once Instead of One by One 

If your workflow handles many tasks, running them, one by one can waste time. Instead, process them in batches to finish faster. 

How to Do It: 

• Instead of handling each record separately, group them together using Power Automate Scope. 

• This works great for sending bulk emails, updating databases, or moving files. 

Example: If you need to send invoices to 500 customers, don’t send them one at a time. Use Power Automate group actions to send them all at once and finish the job much faster. 

3. Prevent Workflows from Breaking 

Power Automate has some limits on how many things it can do at once. If you don’t manage it well, your workflow might stop working. 

How to Keep Workflows Running: 

• Use “Retry Policies”—if something fails, Power Automate will try again automatically. 

• Avoid loops—make sure your workflow doesn’t keep repeating itself. 

• Reduce unnecessary steps—too many actions can slow things down. 

Example: If your workflow sends thousands of messages every hour, spread them out using Power Automate delay until a specific time so you don’t overload the system. 

4. Pick the Right Type of Workflow (Cloud or On-Premises) 

Some workflows work better in the cloud, while others should run on local servers. 

Which One Should You Use? 

• Cloud Workflows (Microsoft Office Power Automate)—Best for tasks that need anytime, anywhere access like sending approvals or connecting with online apps. 

• On-Premise Workflows—Better for workflows that use internal company data and need extra security. 

Example: If you’re automating HR approvals, a cloud-based workflow works best. But if you’re handling sensitive company records, an on-premise workflow is a safer choice. 

How QServices Helps Businesses with Power Automate 

At QServices, we help businesses: 

• Automate daily tasks to save time and reduce mistakes 

• Connect Power Automate with CRM, ERP, and other apps 

• Build smart workflows for approvals, invoicing, reports, and more 

• Make sure workflows run fast and without errors 

If you need Power Automate consulting, development, or integration, we provide custom solutions to make automation work for you. 

Conclusion: It’s Time to Automate! 

Power Automate can make work easier, but only if used the right way. By using the top Power Automate flows, managing delays, grouping tasks, and picking the right setup, you can make workflows faster and smarter. 

Want to improve your workflows? Let QServices help! We are a Power Automate development company that helps businesses automate tasks and save time. 

Get in touch today and let’s make your workflows work better for you!