DX in the Age of Staffing Shortages: How to Transform Your Business into a “Labor-Saving E-Commerce” by Automating Inventory, Orders, and Inquiries
- 14 hours ago
- 4 min read
DX Begins Where Human Resources Are Limited
Many small and medium-sized e-commerce businesses face a paradox: sales are growing, but operations are becoming increasingly difficult to sustain due to labor shortages.
Daily routine tasks such as inventory checks, order processing, and customer inquiries consume significant time and resources. As a result, business owners and staff often find themselves unable to focus on high-value activities such as marketing, product development, or brand building. Instead, they remain trapped in operational maintenance.
To break out of this cycle, a shift in mindset is required: digital transformation (DX) should not be seen as an option for large companies, but as a necessity for businesses with limited human resources.
By automating back-office operations, businesses can build a “lean e-commerce” model—one that enables growth without proportional increases in staffing.
This article explains how companies can achieve this transformation through automation in inventory management, order processing, and customer support.
Automating Inventory Management: Improving Efficiency Through Visibility and Centralization
Case Study: Automating Inventory Management to Save Hundreds of Hours Annually
One e-commerce operator introduced robotic process automation (RPA) to automate routine inventory management tasks such as downloading order data, updating inventory records, and organizing stock information.
Previously, these tasks required manual handling on a daily basis, consuming significant staff time.
After automation, inventory data processing became fully automated, allowing staff to focus on strategic activities such as inventory planning and demand forecasting.
This demonstrates that repetitive processes—especially those involving CSV downloads, data formatting, and uploads—are ideal candidates for automation.
Case Study: Inventory Management Systems Enable Real-Time Visibility
Implementing a dedicated inventory management system provides several key benefits:
Real-time inventory visibility
Prevention of stockouts and overstock situations
Accurate tracking of inventory location and movement
This reduces reliance on spreadsheets and manual tracking, improving both efficiency and accuracy.
In addition, modern systems can integrate with demand forecasting tools, further reducing operational workload.
Case Study: Centralized Inventory Management Across Multiple Sales Channels
Inventory management platforms such as Next Engine allow businesses to manage inventory across multiple marketplaces and their own online stores from a single interface.
This enables:
Automatic synchronization of inventory across platforms
Prevention of overselling
Efficient handling of increased order volumes without increasing staff
For businesses operating across multiple channels, centralized inventory management is essential for scalability.
Practical Recommendations for Inventory DX
Replace spreadsheet-based inventory management with dedicated systems
Identify repetitive manual processes and automate them
Use centralized systems to manage inventory across all sales channels
Inventory automation is the foundation of lean e-commerce operations.
Automating Order Processing: Reducing Operational Time Through Workflow Automation
Case Study: Reducing Order Processing Time by 87%
One small e-commerce business previously spent over two hours per day processing orders manually.
By introducing automation using scripting and system integration, the company achieved:
Automatic retrieval of order data
Automatic data consolidation
Automatic generation of shipping labels
Automatic synchronization with inventory systems
As a result, order processing time decreased from two hours per day to just 15 minutes—a reduction of 87%.
This not only improved efficiency but also eliminated shipping errors and delays.
Case Study: RPA Automates Entire Order Processing Workflow
RPA can automate multiple stages of order processing, including:
Retrieving order confirmation emails
Registering orders in backend systems
Updating inventory
Updating shipping status
This enables businesses to handle large order volumes without increasing staffing.
Case Study: Automating Administrative Tasks Reduces Workload by 90%
By integrating order management systems with automation tools, companies can automatically generate:
Shipping documents
Invoices
Order summaries
This significantly reduces administrative workload and allows staff to focus on customer experience and business growth.
Practical Recommendations for Order Processing DX
Identify repetitive tasks consuming significant time
Automate CSV-based workflows
Design workflows where humans handle only exception cases
Automation improves both efficiency and operational accuracy.
Automating Customer Support: Improving Efficiency and Customer Experience with Chatbots
Case Study: Chatbots Reduce Customer Inquiries by 26%
One fashion e-commerce company implemented an AI chatbot to handle frequently asked questions such as:
Delivery status
Returns and exchanges
Payment methods
This reduced customer inquiries by 26%, allowing customer support staff to focus on complex cases.
Case Study: Automating Up to 80% of Customer Support Inquiries
Another e-commerce business automated responses to frequently asked questions using an AI chatbot.
This enabled:
24-hour automated support
Faster response times
Significant reduction in manual workload
As a result, up to 80% of inquiries were handled automatically, improving both efficiency and customer satisfaction.
Practical Recommendations for Customer Support DX
Start by automating responses to frequently asked questions
Use chatbots to provide 24-hour support
Allow human staff to focus on complex and high-value interactions
Customer support automation improves both operational efficiency and customer experience.
Key Principles for Building Lean E-Commerce Through DX
1. Automate the Most Time-Consuming Tasks First
Prioritize automation based on the time required and frequency of tasks.
2. Leverage Existing SaaS Solutions
Use proven SaaS platforms for inventory management, order processing, and customer support rather than building custom systems from scratch.
This reduces risk and implementation time.
3. Document and Standardize Workflows
Ensure that automated processes are documented to prevent operational dependency on specific individuals.
4. Focus on Value Creation, Not Just Cost Reduction
The goal of DX is not simply reducing staff, but enabling staff to focus on high-value activities such as:
Product development
Marketing
Brand building
Customer experience improvement
This leads to sustainable business growth.
Conclusion: Lean E-Commerce Is Essential in an Era of Labor Shortages
Labor shortages are becoming a structural reality in many markets, including Japan.
As a result, business models that rely on continuously increasing staffing are no longer sustainable.
Instead, successful e-commerce businesses are shifting toward lean operational models supported by automation.
By automating inventory management, order processing, and customer support, businesses can:
Reduce operational workload
Improve efficiency
Maintain scalability without increasing staffing
Focus on strategic growth initiatives
The companies that succeed in the next phase of e-commerce will not be those with the most employees, but those with the most efficient systems.
Now is the time to transform your e-commerce operation into a lean, automation-driven business.
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