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5 Things You Need To Know To Automate Business Processes

What Is Process Automation?

Business process automation – known as workflow – means streamlining and organizing business processes whereby documents, information or tasks are transferred between users, following appropriate procedures. Every company relies on processes. A process is, for instance, a document circulation, such as handling invoices, expense approvals, vacation requests, or adding another order to the system. Automating processes should become a backbone of any business. Digital transformation may seem complicated and exclusively associated with very large enterprises, however, it may not necessarily always be the case. In order to be able to boost your business, it is worth analyzing your company’s operations. Process automation comes with long-term benefits. There is also a growing awareness of the importance of introducing proper process management among Polish entrepreneurs. However, some uncertainty issues and a lack of proper education in this matter slow down digital transformation. How can you digitize your company successfully and without hesitation?

The Pros and Cons of Automation for Business

Business process automation should be a set of conscious and well-thought-out activities. Only then can it bring a number of long-term benefits. It is high time you reaped some of its benefits automation has to offer.

  • Costs Reduced by 30%. Automation is conducive to savings. By providing the right tools for the business, employees’ activities are streamlined and they gain more time for creative activities.
  • Error Reduction. It is only those who do nothing that make no mistakes. Everyone makes them but what is crucial is to learn from past errors. An appropriate system is able to influence risk reduction.
  • Enhanced Quality of Internal Processes. The status of all tasks, clear management procedures, automatic notifications, the “work-from-anywhere” option, no downtime and higher work efficiency are the key to success.
  • Improved Customer Service. Quick and proper customer service response time is a necessity for any business today. Taking care of selected external needs can be done through a single system available in web or mobile applications.

Despite the numerous benefits, process automation may also have some downsides. First of all, when deciding on it, you need to consider a certain investment cost. The said investment includes financial resources, but most of all, the time devoted by your team to the project. Even the best system will not be effective without proper time and commitment. Therefore, one should pay attention to the necessary implementation time already at the selection phase. It is also necessary to consider all the functionalities the system offers: whether it is user-friendly for both highly qualified staff and line employees.

5 Areas Where Automation Will Be Essential

Moving all your existing processes, such as Excel files, emails and paper documents, will not be possible immediately. It is worth considering which set of changes will be the most beneficial. Implementing new tools carries with it a number of challenges for everyone involved in the project. But on top of that, each process runs differently and requires a different approach depending on the company.

Step 1. Need Identification

To begin, we need to define the activities we do on a daily basis. We determine how much of our time is taken up by the actual procedures, and how much time, realistically speaking, is spent on all the other issues associated with those tasks.

In every organization, there are various departments and professional areas filled with people of certain likings and dislikings. In finance departments, we can easily automate accounting processes, in HR recruitment and onboarding new hires, in IT ticket or hardware management, and in administration departments office management, contract register, marketing, campaign preparation.

Step 2. The Right Tool

Nowadays, there are a lot of solutions on the market that guarantee automation of a company’s particular areas. What should we pay attention to in order to make the right choice? The answer is people. We have to bear in mind that people are the most valuable asset and are given a huge responsibility. Implementing a new system means additional work and the necessity to be entering data in various places. It is worth remembering that many processes are interrelated, e.g. the sales process with invoicing, recruitment with administration, etc. Therefore, if we are planning to automate, we should look for a tool that will provide us with a wide array of digital possibilities.

Step 3. System Flexibility

A tool of your choice should be relatively easy to implement and flexible in adopting changes. When choosing a system, it is crucial that you do not pick a closed-end solution. Make modifications related to changes that occur in the automated processes with ease.

Step 4. Automation Plan

It is impossible to make all the changes at once without tweaks and improvements. Start by adding the main process parameters to the system. All other threads and variations can be incorporated on an ongoing basis as needed. Communication is the key word. Let’s not forget about proper “onboarding” of your employees who will use the system. It is of great importance especially in case of a manually operated process. If we wanted to write them all down and program them, it would take a lot of time and the process would not be at all easier. If we put the basics in place at the beginning, we give ourselves a chance to leave out what is unnecessary and only include what will really benefit us.

Step 5. Staff Involvement

Change is there to help ease daily manual tasks and make your team’s work easier. Engage your people, let them act and listen to what they say. You will then be able to respond to their needs while implementing new software. Choose those who will be responsible for automating processes in the company, choosing the right tool and coordinating the implementation. In close cooperation with your employees, you will make a real difference for your company.



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