Business Process Automation: Key Aspects

Almost every company in the modern economy is involved in business process automation in one way or another. The introduction of scripts, intelligent robots, CRM systems, etc. provides opportunities for business development, increasing profits and reducing costs.

General rule of thumb

Process automation is good for businesses, but only if it is done right. There are a number of nuances that need to be taken into account for effective implementation. The first and most important rule is not to automate what does not work well. In this case, you will be automating a mess. Yes, the mess will start to grow faster, but this is definitely not the result you want when implementing IT solutions for your business. You should automate business processes only after you have built them more or less normally. If you have not achieved this, automation will not help. Business processes will change all the time, so automation will have to be rebuilt again and again, which means that your costs will increase.

What to consider when automating business processes

By using specialised software solutions, you can automate many routine operations, speeding up processes and increasing the accuracy of their execution. As with any business, the wrong approach to automation can result in wasted time and money.

Cost control as a part of process automation by Filio Force company

Filio Force Inc. talks about a number of important aspects that affect the automation implementation process.

  • Detailed formalisation of requirements. Without a clear statement of work, the result will not be what you expect. To avoid this, you should describe how processes work now and how you see them working after automation.
  • The text of the SOW should be understandable to both the customer and the contractor. It should detail all the stages and steps of the project implementation. If you want your system to perform a particular function, this should be mentioned in the terms of reference.
  • Do not forget data from old systems. Otherwise, you may find yourself in a situation where an employee wants to find information on, say, sales for the last 5 years, but cannot…
    Because that information is simply not available in the new system.
  • Before you implement a new system, make sure you train your staff on how to use it.
  • When implementing the system, do not forget to distribute access rights. This is to ensure that employees do not find that they have the right to calculate their own salaries in the new system.
  • The transition from the old system to the new one should be gradual and consistent. This will ensure a smooth transition without major disruptions.

Examples of processes that can be automated

  • Cost control. The right reports and metrics will help you identify where you are losing money. Based on this data, you’ll be able to make the right management decisions to reduce losses.
  • Downtime and delays. The execution of a particular process is divided into steps that take a certain amount of time to complete. You can measure how long it takes to complete a step and understand why a step is taking longer. Identifying time delays, especially abnormal ones, can help you optimise the process.
  • Eliminate data entry errors. Data is entered into the system in a strictly defined form. Data integrity is monitored. Human error is eliminated.
  • Complex processes that require a large number of different small operations. The programme performs them much faster than a human, according to a strictly defined algorithm.
  • Complex calculations. For example, determining delivery routes. You have 5 vehicles and 100 orders. A special programme calculates and gives you options for the most efficient use of transport.
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