One of the difficulties that process automation adopters may encounter is that they could possibly face challenges.
- Not know which processes to automate first
- Not know which tool is right for them
- Be unfamiliar with the technical requirements
- Be in the dark about the implementation cost
These challenges have the potential to result in expensive automation initiatives that are unsuccessful.
In order to prevent this, we will review:
- How to identify processes to automate,
- How to identify the technical and business requirements,
- How to choose the right type of automation tool,
- How to choose the right vendor,
- And the top three points to remember when starting process automation.
5 Best Practices for Process Automation Implementation in 2023
1. Identify processes to automate
- Do you have a data-driven approach to identifying which processes to automate? You should have a clear understanding of your as-is processes and choose the most suitable ones to maximize the impact of automation.
- Do you understand your processes in enough detail so you can automate them, taking into account process and input variations? You shouldn’t try to automate an old process with flaws in it and inefficient data-processing policies. First, streamline, simplify and improve your workflow. Then you’ll end up with a faster, better-automated system.
2. Identify technical and business requirements
- What are the technical requirements to automate the chosen processes considering your current software stack?
- Do you work in an industry that requires your data-sharing policies to follow specific regulations? Then you need an automation solution with extra security features. For example, the Health Insurance Portability and Accountability Act governs healthcare industry systems.
- Get other team members onboard and finalize requirements in your process automation plan to get buy-in.
- List them exactly what benefits they will receive from the new system.
- Explain which problems the new system will eliminate.
- Discuss with your team managers how much control the bots should have and when humans need to step in during customer interactions.
3. How to choose the right type of automation tool?
Before selecting a particular process automation tool from a specific vendor, it is beneficial to determine the type of automation tool to utilize. We have previously explored the three primary process automation tools.
If you are not sure which type of process automation tool to choose, it is beneficial to ask yourself the following four questions in the order they are provided.
- Does the process involve only a single software tool?
- Yes: Automation tools of the software involved in the process. Most software has at least basic automation functionality built in.
- No: Low code, RPA, or business function-specific automation tools like ITPA. All of these tools can handle the automation of multiple software tools.
- Is the process specific to a business function?
- Yes: Specialized automation tools like ITPA could reduce the time to develop the necessary automation feature
- No: RPA or low code is likely to be more appropriate solutions
- Does the process involve legacy tools?
- Yes: RPA. Since RPA has been developed to use the UI like a human, RPA is the go-to tool to automate tasks that involve legacy systems.
- No: Other solutions
- Does the process or the software user interfaces change frequently (e.g. monthly)?
- No: RPA needs to be reprogrammed with process changes that are labor-intensive.
- Yes: Other automation tools are easier to program and may not require reprogramming with UX changes. This is because they automate by extracting data from other programs via APIs. APIs are designed to be rarely changed as changes break any program that depends on those APIs
4. How to choose the right vendor?
There is a wide range of vendors available in each automation category. Moreover, all these tools require a certain amount of learning. If your team is already familiar with a particular tool, it may be advantageous to choose that tool, particularly if the process to be automated is not of great importance or complexity.
5. Key points to remember when starting process automation
1. Start in phases
Most experts recommend starting gradually in phases. This approach is favored because it is more convenient for everyone, allowing you to establish specific objectives that you aim to accomplish with these RPA programs initially.
After thinking step by step, you can proceed to test the initial small process automation and determine if it aligns with your goals. If it does not meet your requirements, you have the option to explore alternative programs. Before committing significant time and financial resources to revamping your entire system, you can easily cancel the trial.
2. Train your team beforehand
Ensure that each team member receives sufficient training before implementing the new process automation tools. Training employees only on their new roles is insufficient; they must comprehend the entirety of the process to effectively resolve any unforeseen issues that may arise during the transition phase. Training your staff entirely in a single day is not feasible.
To guarantee a smoother launch and avoid any mishaps on the initial day of implementing your new software, it is crucial to prioritize pre-training. Whenever feasible, conduct an in-house trial run prior to commencing live customer usage of the programs.
3. Have an escape route
In conclusion, ensure that your RPA developer incorporates a contingency plan in your program to handle emergencies, whereby a human can intervene and resume control of the program whenever necessary. It is important to anticipate the potential need for manual intervention to ensure smooth business operations, especially as unforeseen issues may arise during the initial automation process.
Top 5 Business Process Automation Tools
This in-depth guide will introduce you to the top BPA tools that can enhance your business operations and boost productivity, regardless of whether you are a small startup or a large enterprise. You may be curious why we are promoting other platforms as a SaaS provider. The reason is simple – certain platforms may be more suitable for your requirements than others. We prioritize helping you find a tool that aligns with your organization, even if it is not our own. Without further ado, let us delve into the top 10 business process automation tools that are revolutionizing the industry today!
Asana
Asana is a project management tool that has features focused on both managers and workers. It has a user-friendly interface that makes project management more efficient, while also promoting usage and interaction. In terms of security, Asana offers SSO, 2FA, and advanced granular permissions. For management and planning purposes, Asana provides ready-made templates, a calendar shared by the team, a task scheduler, task prioritization options, and automation for repetitive tasks. It also offers report dashboards to gain insights about projects, the ability to share files manually or by using drag-and-drop, and comment sections for each task.
ProcessMaker
ProcessMaker is an intelligent low-code BPM and business process automation platform suitable for organizations in need of scalability. Its filtered search feature enables users to swiftly construct customizable charts and reports, which can then be shared with specific end-users. ProcessMaker also includes a scripting engine that supports various programming languages like JavaScript, Java, and C#, offering custom script capabilities. It provides BPMN syntax checking and process error validation to ensure proper syntax usage. Consequently, ProcessMaker enhances the visibility and coordination of end-to-end automated processes across the entire organization. Furthermore, end-users have the freedom to design and redesign multiple automated processes according to their preferences.
ActiveBatch
ActiveBatch is a platform that has been created to coordinate and manage automated workflows. Its architecture is event-driven and has the ability to support various types of events such as message queues, tweets, FTP file events, and email. The platform is also flexible in terms of task scheduling, as it allows for customization based on business day and time. ActiveBatch offers integrations with System Center Service Manager and ServiceNow, allowing for bi-directional communication to handle automated tickets. Additionally, it provides the capability to connect with any service, app, or server through the use of APIs. The platform also includes features such as modeling and comprehensive monitoring.
KissFlow
Kissflow provides a simple method for automating business processes. The suite includes more than 50 applications for handling tasks such as vendor payments, purchase orders, employee onboarding, and mileage reimbursements. Users can also customize these apps. Kissflow also offers forms for collecting data and generates activity reports and system sequences. It is a collaboration suite that supports integration with Zapier. Additionally, users can attach files from Dropbox and Google Docs and there is multi-language support. There are also no restrictions on the number of applications an end-user can create.
Hootsuite
Hootsuite is known for being a popular social media management automation tool. It has a wide range of social network integrations, with over 150 apps available on the Hootsuite App Discovery store. The interface is user-friendly and makes onboarding a quick process. Connecting multiple accounts, including YouTube, can be done easily. Hootsuite is particularly useful for organizations that communicate on many different social networks. Additionally, the Hootsuite API allows for customization of integrations and improved interoperability.
