By 2030, the market for workflow automation is predicted to surpass $78 billion. There is a growing trend among organizations to embrace workflow automation in order to enhance productivity, efficiency, communication, and customer experience. However, embarking on this journey still requires extensive manual planning.
The process of automating typically manual tasks and business processes is known as workflow automation. It can be done using different methods such as software applications, simple scripts, or even robotics. This can result in employees having more time for higher-level activities, cost savings on headcount, and protection against human error.
“By automating these tasks, organizations can improve efficiency and accuracy, while also freeing up employees to focus on more important tasks,” said Jim Durham , CIO at Solar Panels Network USA. “For example, [workflow automation] can improve communication by automating email and communication systems. It can also optimize resources by automating tasks, such as scheduling, time tracking, and expense reporting.”
Andrew Gonzales, the president of BusinessLoans.com, states that the human resources department of his company has found workflow automation to be highly beneficial.
“A lot of the approvals and oversight function better when automations interpret submissions from staff, like a vacation request, and check viability against the work calendar before sending [the request] to an HR rep for yes/no approval,” Gonzales said. “Streamlining things like that is pretty straightforward, and HR staff themselves can take the lead on how they want to implement it.”
So, what is the methodology for putting it into practice?
Getting started
The first step in workflow automation is to create a plan. Typically, this plan begins with a flowchart that outlines the process intended for automation.
“This visual representation works best for teams to identify and understand the problem more quickly; more detailed specs can be provided as needed,” said Jeff Pierce , senior vice president of product engineering at Appfire. “Once the diagram is completed, the different systems involved can be identified to help determine the requirements for the workflow-automation tool.”
Firstly, stakeholders should acknowledge the existing challenges in the process. After that, they should establish Key Performance Indicators (KPIs) that will be used to evaluate the effectiveness of a workflow-automation solution in addressing these challenges. Once the implementation of workflow automation is complete, it is important for the company to consistently assess whether the workflows are meeting these established objectives.
Stanley Huang, CTO and co-founder at Moxo, a client-interaction solution provider, emphasized the need for all organizations to allocate specific resources and establish task forces aimed at monitoring and adjusting the deployment strategy for workflow automation. It is crucial to track progress, report ROI data, and closely monitor the efficacy of the automation implementation.
Selection and deployment
Once stakeholders have identified the areas of concern, business objectives, and key performance indicators, they will be ready to search for workflow-automation solutions that cater to their distinct requirements. While cost holds significance, it should not be the sole determining factor.
“Cheaper is not always better,” said Borya Shakhnovich , CEO and co-founder of airSlate, a workflow-automation vendor. “Even with an initially higher price, organizations may pay less because there’s no need to organize special training, outsource to developers, or buy additional tools like PDF editors or electronic signature solutions.”
Shakhnovich recommended that, along with considering price, companies should take into account functionality, integrability with current systems, deployment speed, and the necessary skills to use the solution. For example, a workflow-management solution might require programming skills of a certain level (low-code) or not require any coding at all (no-code). It may be necessary for stakeholders to seek assistance from developers during the design and implementation phase, depending on the technical complexity of the workflow-automation solution.
According to Shakhnovich, it should be faster to deploy an automation platform with simpler and more user-friendly operating principles.
What is business process automation ?
Business process automation (BPA) is the utilization of software to streamline repetitive, multi-step transactions that occur within a company’s business processes.
The solutions are frequently intricate, with connections to various enterprise IT systems, and customized to suit an organization’s requirements.
The primary objective of BPA is to enhance effectiveness, decrease expenses, enhance customer service, and enhance overall operations.
Let’s further break it down by thinking step by step.
Business process
A desired outcome, such as creating a product or onboarding a new employee, is produced when a set of activities or tasks are organized in a specific sequence, which is known as a business process.
The streamlined completion of these processes is made possible by the crucial role played by automation tools in integrating them, thus minimizing the need for human intervention.
What is the significance of automation in business processes?
The impact of BPA on small business processes is substantial.
We have discovered some ways in which BPA tools are advantageous for small businesses.
1. Automates workflows
Automated workflows are one of the main advantages of BPA tools.
Automated workflows make it easier to coordinate and execute tasks across different departments and teams, streamlining task management.
Automated workflows enable businesses to enhance process efficiency by monitoring performance, collecting valuable insights, and ultimately improving resource allocation while gaining insights into potential bottlenecks within current processes.
Automated workflows implementation can further contribute to the establishment of more consistent business processes.
By utilizing business process flows, multistep processes can be effectively guided, resulting in consistent adherence to the designed process by all team members.
By having features that enable users to keep track of modifications, include remarks, and assign tasks, everyone remains informed and responsible for their respective tasks within the workflow.
Automated workflow systems have the ability to handle approvals and document flows and can reduce errors that may occur due to manual entries or oversights.
Digital process automation (DPA) software enables organizations to design and adjust automation workflows in alignment with their changing business requirements, thus promoting a more agile and flexible organization.
2. Reduces errors
The use of business process automation solutions can greatly decrease errors, as shown by a statistic that indicates these tools can lower human error rates by 80%.
The use of automation tools can lead to a significant reduction in manual processes and errors, as they automate repetitive tasks, decrease cycle times, and enhance accuracy.
The enhancement in precision not only results in a higher-quality outcome but also brings about cost savings for businesses.
By decreasing human involvement, businesses are able to decrease operational expenses and reallocate resources towards more worthwhile duties, thereby facilitating expandable progression.
3. Allows for allocation of human resources to higher-value tasks
Additionally, BPA allows businesses to allocate their valuable human resources to tasks of higher value, thereby fostering innovation and boosting employee engagement.
Consequently, this results in enhanced decision-making, superior customer experiences, and ultimately, a greater advantage in the marketplace.
4. Increases productivity and transparency
The implementation of BPA leads to a process that is more transparent and traceable, which in turn encourages collaboration and communication among team members.
Improved efficiency and productivity across the organization is a result of the increased transparency.
At every level, better-informed decision-making is enabled by automation tools through centralizing data and consolidating workflows, thereby providing real-time insights into the organization’s performance.
5. Offers scalable solutions
BPA software has the capacity to be customized to suit the particular requirements of an organization, providing flexible solutions that adjust and expand in accordance with the growth of the business.
By doing so, businesses are able to enhance their operations and adapt effectively in the dynamic market landscape.
In order to attain these advantages, it is crucial to incorporate BPA into current systems and choose automation tools that are in line with the organization’s objectives.
Effect of automation on different departments
The impact of automation on different departments within a business is significant, as it helps to streamline operations and enhance efficiency.
The main emphasis will be on the finance and human resources departments.
Finance department
The speed and accuracy of financial processes can be greatly improved through automation in the finance department.
The use of automated software for tasks such as invoicing, payroll, and budgeting can greatly decrease the need for manual work and decrease the chances of mistakes by humans.
Automation also allows for real-time expense tracking, which generates valuable financial insights that enable companies to make informed decisions and optimize their budget allocation.
Human resources department
The implementation of automation tools can simplify tasks such as recruitment, onboarding, employee management, and performance evaluations, providing benefits to the human resources department.
Hiring can be streamlined through the efficient management of candidate information, scheduling interviews, and analyzing application data using automated applicant tracking systems.
Automation can support the creation and maintenance of employee records, guaranteeing consistent updates and security of personal information.
Additionally, automated performance management systems provide organizations with a transparent and impartial method of evaluating employee performance, enabling them to create efficient development strategies.
Implementing automation in finance and human resources departments can lead to considerable enhancement of business operations, diminished need for human involvement, and ultimately an increase in overall efficiency.
By utilizing these innovative tools, businesses can stay competitive in today’s fast-paced, technology-driven world.
Does your business need BPA tools?
How can small business owners determine if and when they should adopt BPA tools?
Before diving into the task, it is important for them to ponder over the following three crucial questions.
1. Are employees spending too much time on manual tasks?
When determining if BPA tools are necessary, it’s important to consider the amount of time spent on manual processes in daily operations.
If a significant amount of work hours is regularly spent by employees on repetitive tasks, it may be worth considering automation options.
The utilization of BPA tools can result in reduced errors, time savings, and the allocation of resources towards strategic initiatives, ultimately leading to an organization that is more agile and competitive.
2. Does the small business need to cut operating costs?
When considering the situation incrementally, another aspect to assess is the potential savings in costs that BPA tools provide.
When companies automate processes, they can anticipate a substantial reduction in operating expenses.
The main reason for this is the decrease in manual labor, fewer process bottlenecks, and a reduction in errors due to human intervention.
Businesses that want to enhance their bottom line can make a worthwhile investment due to the potential significant long-term cost savings.
3. Will BPA tools help to achieve the company’s goals more efficiently?
Determining the need for BPA tools is crucial when you want to understand your organizational goals and objectives.
The primary objective of automation is to synchronize your business processes with your overall strategy.
If your company desires rapid growth, improved customer experience, or increased efficiency, the implementation of BPA tools can be crucial in achieving these objectives.
To determine if BPA tools are suitable for your business, it is crucial to evaluate your specific requirements and goals.
Your organization can greatly benefit from the increased efficiency, cost savings, and improved customer experience that they offer, leading to significant contributions to its success.
What features should small businesses look for in BPA tools?
It is crucial to choose a Business Process Automation (BPA) tool that aligns with your organization’s specific needs when evaluating these tools.
We have discovered a few essential features that can assist in simplifying your business processes and improving overall efficiency.
1. Ease of use
For any BPA tool to be effective, it must have a user-friendly interface that allows users to easily create, modify, and manage automation workflows without requiring extensive technical training.
In the search for tools, consider those that provide easy-to-use drag-and-drop features, pre-designed workflow templates, and visual representation of every step in the process.
2. Analytics
Businesses can effectively monitor the performance of their automated processes, identify areas for improvement, and make data-driven decisions thanks to their robust analytics capabilities.
The BPA tool you choose should provide the capability to effortlessly generate comprehensive reports on process execution, task completion rates, and error rates. Additionally, it should offer real-time visualization tools to monitor progress.
3. Integration
By seamlessly integrating with your current systems and applications, an effective automation solution eradicates the requirement for manual data entry, thereby diminishing the possibility of errors.
In the process of thinking sequentially, search for BPA tools that possess integration capabilities within them or offer APIs for custom integrations. This will guarantee a smooth and uninterrupted flow of data between various systems.
4. Scalability
In order to facilitate future expansion, your selected BPA tool should possess the ability to scale and effectively manage a growing number of automated processes.
This may involve incorporating features like parallel processing, workload balancing, and the capability to promptly allocate extra resources if necessary.
Make sure that the tool has the capability to adjust to the changing needs of your business.
5. Security
In today’s digital environment, it is of utmost importance to ensure the protection of sensitive data and adhere to applicable regulations.
Your BPA tool must possess strong security measures in order to protect against unauthorized access and data breaches.
Features such as encryption, role-based access controls, and regular security audits may be included in this.
6. Customization
Your BPA tool should provide a high level of customization because businesses have varying automation needs.
You have the option to customize workflows based on your specific needs and also have the flexibility to create tailor-made integrations, scripts, and reporting capabilities.
By giving priority to these important features, you will be able to choose a BPA tool that will assist your organization in streamlining processes, enhancing efficiency, and fostering growth.
Remember to carefully assess the specific needs of your organization and select a solution that is in line with your business objectives.
Frequently asked questions
What are the top process automation tools?
In the market, there are plenty of business process automation tools accessible. Shoeboxed, IBM, Kissflow, Camunda, Pipefy, and ProcessMaker are among the highest-rated tools. Every tool has its own distinct features and capabilities that are designed to meet diverse business requirements.
What are some examples of business process automation?
SAP Build Process Automation is a tool that facilitates automation, enabling the streamlining of workflow and reduction of manual effort. This tool can be applied across various domains, including finance, HR, and operations. Examples of automation include invoice processing, employee onboarding, and customer support ticket generation. By implementing process automation, efficiency and productivity are enhanced.
How do I select the right business process automation tool?
In order to choose the appropriate tool, there are several important factors to consider. Firstly, determine the level of automation you desire and the specific processes you wish to automate. Secondly, assess the ease of use, scalability, and customizability of the available tools. Additionally, take into account factors such as customer support, implementation time, and integration with existing systems. It is crucial to adopt a systematic approach and to compare the advantages and disadvantages of different tools.
