Five Proven Strategies To Automate Business Processes

The world is moving faster and society expects results quicker. We read in micro pieces and

look for answers sooner within a text. That is why more businesses are looking for proven strategies to automate business processes. Such processes are a way of improving and increasing the flexibility and speed of task completion.

Since the industrial revolution around 1800, we have endeavoured to improve operations and automate manual and mundane business processes. This never-ending cycle of smart Business Process Automation (BPA) has inevitably spilled over into the digital world.

Areas such as Customer Relationship Management (CRM) and Enterprise Resource Planning (ERP), or even general internal logistics requirements, all rely on and benefit from some form of business process automation system.

Business Process Automation


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Coming up in this article:

  • What is Business Process Automation? (BPA)
  • To BPA or not BPA, that is the question
  • What processes of a business can be automated?
  • Five strategies to Business Process Automation
  • What are the benefits of Business Process Automation?
  • What aspects of business shouldn’t be automated?

What is Business Process Automation? (BPA)

Business Process Automation

What is Business Process Automation? Well, it is the use of technology to improve the efficiency and flexibility of a business in answer to the continually changing demands of the marketplace. Processes are considered as the actions and activities used to enable your business to achieve targets or reach its goals.

These could be as simple as generating email responses or coordinating multi-level logistical workflow approvals.

We believe by incorporating BPA, with professional help from our business process automation consultants, it is possible to reduce operating costs and the time required to complete the more time-consuming tasks.

A typical BPA will contain the following features:

  • Clarity of information
  • Automation of activities
  • Increased efficiency through lack of manual interaction
  • Internal promotion of a company through sharing of information

In our experience we have found that typically, a BPA will work with both structured data (information collected from itemised input such as name and address), and unstructured data (from social media or random customer actions). Depending on business requirements, it can be predetermined from where and how these forms of data are collected and used.

At Go Wombat, we pride ourselves on our professionalism and expertise with Business Process Automation consulting. To see case studies in various applications such as CRM and ERP, click here. [link]

To BPA or not BPA, that is the question

Why should your business processes be automated?

There are many reasons a business should consider introducing BPA. Here are a few.

Improved Management:

The automation of business processes can provide the opportunity to access data at specific points and observe changes. It offers clarity of workflows and enables process improvements. It also provides training opportunities for new and existing employees.

Long-term Transformation:

Observing the speed at which the industry is changing can sometimes feel overwhelming. The transformation into the increasingly digital world can be made easier by introducing BPA. The move into automated processes will have a definitive knock-on effect on any future business.

Increased staff satisfaction:

By removing the more monotonous activities and speeding up a process will provide a more worker-friendly environment. The process will cause increased productivity, worker satisfaction, and reduced turnover. Workers will concentrate on more important and potentially more intellectually challenging tasks.

What processes of a business can be automated?

processes of a business process automation

There are many areas of business that can and should be automated. However, there are specific ways a business should look at using BPA.

  • Transform a business through unique apps
  • Automate repetitive tasks
  • Gather and manage multiple data files
  • Connect and integrate services

Although BPA could seem like the answer to all your prayers, there are some questions to ask prior to implementation to ensure the correct decision is made. These questions are related to the type of process you are aiming at. The typical process suited for potential automation includes:

  • Effects upon other aspects of a business
  • Time-sensitive
  • Highly repetitive
  • Involves many people or items
  • Requires proof of action (Audit records)

BPA can apply to almost any aspect of a business, and some of them are:

  • Sales conversions
  • Customer tracking
  • Procurement
  • Finance aspects
  • Human resources
  • Inventory tracking
  • Logistics, transportation, and delivery
  • Web browser
  • Report generation
  • Application integration

To meet our Go Wombat Business Process Automation Consultants, and find out how they can transform your business, click here. [link]

Five strategies to Business Process Automation

Before any automation can be introduced, it is a good idea to ask questions about your business and those involved. For example, do employees understand and want to enter this process of automation? Do they really understand the implications of such a transformation? Are we ready for such a change as a company and individuals? Have the business goals been identified sufficiently to benefit from any alteration and improvement?

If answers to these types of questions are positive, the following steps can be taken.

Identification of tasks

  1. Identify the business aspect in need of improvement

Using the list as a guide:

  • Effects upon other aspects of a business
  • Time-sensitive
  • Highly repetitive
  • Involves many people or items
  • Requires proof of action (Audit trails)

Identify the area(s) of your business that need transformation. There may be bottlenecks or specific points which place stress or delays on other stages.

Create a Process Map

A process map helps identify and isolate potential problem areas. The activity of identifying potential problem areas is made so much easier with a process map. A map will enable you to identify areas that could benefit from streamlining.

Business Process Automation

  1. Outline Business Goals

If you can identify your goals, you will identify those aspects likely to affect them. If this is possible then you can assess the improvement and levels of development.

  • What are your current goals?
  • How will this process of automation benefit your business?
  • How will you assess and measure success?
  • Identify the Most Suitable Tools

This aspect needs to be considered carefully and listening to your Business Process Automation Consulting experts is paramount at this point of the process. You should consider:

  • Ease of use and simple to understand
  • Flexible
  • Scalable
  • Seamless integration
  • Change Management

Informed staff are more likely to be interested and motivated for any developments within a business. Staff will feel involved in the decision-making process and more likely to develop a sense of ownership within the change process.

  • Arrange training for staff. Those who will work with the technology on a routine daily basis need detailed training
  • Create an open culture able to accept change
  • Your team members are important, let them know it
  • Provide continued education through open communications
  • Monitor and Measure

Defining desired results or standards enables a business to measure KPIs. These KPIs provide a means of observation and a level of assessment. The ability to measure success is only possible if initial standards or levels are recorded and used as a baseline. Consistency is important in the observation, assessment, and recording of standards.

What are the benefits of Business Process Automation?

  • Accelerate Your Business Processes
  • Procedures are Standardised resulting in Reduction of Errors
  • Time and Costs are Reduced
  • Process Visibility and Clarity
  • Mobility & Scalability
  • Greater Team Efficiency
  • Better Customer Service

Accelerate Your Business Processes

All processes included within the Automation are instantly sped up.

Notifications and documents are created, sent, and received faster. Reminders are automatically generated and act to reduce late payments or missed appointments.

Procedures are Standardised Resulting in Reduction of Errors

It is widely agreed that automated data entry reduces errors and speeds up processing times.

Time and Costs are Reduced

If procedures and errors are reduced, so too are the costs of labour and time.

Process Visibility and Clarity

Due to vastly improved data gathering, analytics, and reporting systems, BPA promotes visibility and clarity.

Improved visibility and clarity within a company allows all involved to observe and identify what is working and what is not.

Better and more informed strategic decisions are possible because of the improved detailed insights. This provides an opportunity for further streamlining.

Mobility & Scalability

With the correct tools and guidance, as with Go Wombat, Business Process Automation can be seamless and natural. Our experienced and specialised designers create intuitive and responsive user interfaces.

As if without effort, the experience is purposeful. Forms are equally easy to use and navigate either desk-top or mobile versions. High demand periods are also considered during the design phase meaning a continual service level.

Greater Team Efficiency

We all know that administrative tasks take time, and we all hate them. By freeing up staff from those dreaded tasks, they can concentrate on the more productive elements of the business. For example, staff can be focused on more technical aspects rather than tracking down lost invoices or reports. This makes better use of their skills and improves their self-worth.

Better Customer Service

There was a time, not so long ago, that better customer care would be the exception. Nowadays, this is the norm and actually is expected. This has been improved with the new knowledge of how to automate business processes. Most customers, especially the younger generations, expect and demand excellent customer service. The thought of having to wait is a deal-breaker for many these days.

What aspects of business shouldn’t be automated?

As there are specific aspects of businesses that could and should be automated, there is an equal number of business activities that should not be automated. The more complicated areas of business, as far as automation is concerned, include:

  • Complex decision making
  • Critical thinking
  • The human touch
  • Unstructured situations

When a decision involves more human aspects such as how someone is feeling or thinking, the process is more difficult to automate. The human touch is often required to understand personal details and circumstances undetectable in a simple form. These unstructured situations often rely on empathy and not simply the collected data.

In Conclusion

Modern business process automation systems have undoubtedly improved almost all spheres of industry and commerce. At one point there seemed to be a cavernous void between what was expected and that offered to the customer. However, the future of business process automation looks healthy and stands to improve many more aspects of industries. As a society, we have placed a tremendous demand on those businesses that are slow to comprehend the importance of such developments, yet they have no alternative but to innovate and automate.

At Go Wombat, we understand the need for and importance of Business Process Automation, and that is why we place such emphasis on the right people for the job. Our Business Process Automation consultants are experienced and specialised.

For a professional appraisal and understanding of your business process automation solution requirements, call us today.