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What is business process automation and why you need it?

17 Aug 2020 | Blog Business Process Automation

Are you running a company and wondering how you can improve its business processes? What is business process automation? What are the benefits of its implementation? In this article, we’re going to show you that if you’re not already using business process automation, you should definitely start!

Business process automation may seem difficult to implement. Especially for small businesses with limited budgets. In fact, small businesses that adopt simple automation processes are able to operate just like large enterprises. For corporations, business process automation means the possibility of freeing many resources and thus obtaining real financial savings.

Your team should take advantage of business process automation to be more efficient and effective!

What is business process automation?

Business Process Automation is the replacement or improvement of human work by software.BPA is a series of steps that automates time-consuming, repetitive tasks by using software technologies.

The implementation gives you a range of benefits. It helps to reduce the risk of errors and improve employees’ effectiveness by automating most common repetitive tasks in your company. Thanks to that you can save time and money.

Seems interesting?

What is business process automation?

The main goal of an automation is to define tasks in your business processes where a software can be more effective than a man. A software process is arranged to automatically perform the tasks for you or your employees.

The number of processes that are not subject to automation is decreasing year by year. It is related to the development of technological solutions. Today, you will successfully automate processes related to routine, repetitive work that are devoid of a creative component.

In every company, regardless of its size or the industry it deals with, there are repetitive activities. Managing contracts and invoices, hiring and onboarding new employees – these are examples where the process can be structured and partially automated.

Taking care of e-mail, phone calls, appointment confirmations and reminders, reports – these are some of the routine and not very exciting tasks. However, these are daily tasks necessary for the proper functioning of the company. The main problem is that such tasks are time-consuming.

These are examples where automation can be applied. These tasks can be completely delegated to the implementation of computer algorithms. This will ensure that routine tasks are carried out on an ongoing basis. The time saved can be devoted to the most important tasks that require more attention and creativity.

What business processes should be automated?

– processes with a large number of tasks

– tasks for which several people are needed

– those that have an impact on other processes and tasks

– tasks where machines can be better than humans

Do you think any of your daily tasks seem more strenuous than productive? Keep this in mind as you go through the various stages of optimizing your business processes.

3 steps of business process automation

3 steps of business process automation

1. Process identification

List your business processes and verify which one needs improvement first. At the beginning, it is important to list all the key actions that are happening in the process. Pay attention to such elements that do not change regardless of the situation, e.g. each inquiry form on your website must be redirected to the sales department.

2. Think about your current processes

You need to verify and rethink your current processes. Pay attention to potential areas for improvement. You will find that some things you think are essential, such as copying documents for each department manager, aren’t really needed to achieve the very purpose of the process. Any additional task that adds nothing to the project should be eliminated and repetitive activities automated.

3. Automation of business processes

Once you have eliminated unnecessary elements from the process, you can proceed to the next step, which is implementing automation. It is important that you know what is going to happen at each stage of the process. Then you can move on to implementing the software.

Remember. The software is not just a tool to “handle” your process. First of all, it is supposed to give you the opportunity to automate the necessary tasks.

Business process automation

Why is it worth to implement a business process management system in a company?

Thanks to automation, a small company can undertake more projects with little resources. In large enterprises, it allows you to save time and spend it on more important tasks.

Automation should not only replace people, but give them the opportunity to spend time so that they can focus on more important matters, e.g. if you are a salesperson, your task is to sell and encourage people to buy the product, not wasting time filling data in tables.

The process that is willingly automated by the company is the circulation of documents and the circulation of invoices. Automation of document receipt process, manual data entry into the system and the multi-stage approval process. It all happens automatically.

In addition, authorized users can always check the status of a task currently performed in the company. Each of them knows where and when a given task was received, performed or forwarded. This means better control over the team’s work and the organization of their own work.

Documents are not giving hand-to-hand. They don’t wander around desks, so they’re safer. It eliminates the risk of them getting into the wrong hands or getting lost. Employees do not spend time tediously copying documents into the system but control the automatic process. This reduces the error rate to a minimum.

How to choose the right system for a business process automation?

A company that is looking for an appropriate IT solution will see that there are many solutions available on the market. There are systems dedicated to a specific industry or department. There are also some that support one specific process (e.g. invoice flow).

The choice should be carefully considered. The good of the company should be considered in terms of its growth and future.

The benefits of automation

The benefits of automation

  • YOU SAVE TIME
  • YOU REDUCE COSTS
  • YOU INCREASE PRODUCTIVITY
  • YOUR EMPLOYEES ARE MORE EFFECTIVE
  • BETTER QUALITY OF SERVICES
  • MORE CONTROL OF JOBS
  • YOU REDUCE ERRORS

Automating business processes is not that simple. Above all, it takes time, especially in the early stage. However, it is worth it. Try to test and try to find the best tool for your business.

Automation is the improvement of our activities thanks to the work done. However, it requires changes. You must remember to update your tasks. You may forget to set something. This will cause customers to automatically get broken links. If you make a mistake, the algorithm will repeat it over and over.

The work will be effective if you do it right. Don’t give up when it’s going to be difficult at first. If you give your best to start with, you will be able to profit later!