Business process automation. What is it and why is it worth implementing?

Business process automation. What is it and why is it worth implementing? | NAVIGATOR365 Article

Business process automation has always been a key part of business development. Starting from the first industrial revolution to rapid AI development, the automation process has always intrigued businesspeople. In today’s dynamic business landscape, organizations are continually searching for methods to optimize their operations, enhance efficiency, and minimize costs. One of the most powerful decisions that has gained significant traction is business process automation.

But why automate business processes? By leveraging technology and software tools to automate business processes via automating repetitive tasks and workflows, businesses can achieve higher productivity, improved accuracy, and enhanced customer experiences.

This article will explore the concept of business process automation and help understand how to automate business processes.

What is an automated business process?

Automated business processes involve the use of technology to execute and manage tasks that were traditionally performed manually. This automation can range from simple rule-based actions to complex workflows that integrate multiple systems and departments. Businesses can redirect their valuable resources toward more strategic activities by removing the need for human intervention in routine and repetitive tasks.

What are examples of business process automation?

Automation can be applied to various repetitive functions within an organization. Here are a few examples:

  1.  Customer Support: you can automate the response systems to improve response times and provide 24/7 customer assistance, as well as automating the ticketing system.
  2.  Sales and Marketing: automating lead nurturing, email marketing tools, and data analysis to streamline the sales process and improve customer targeting.
  3. HR and Onboarding: automating employee onboarding processes, such as form completion, document management, and training assignments, to reduce administrative burden.
  4. Finance and Accounting: automating invoice processing, expense management, and financial reporting to minimize errors and expedite financial operations.
  5. Supply Chain Management: automating inventory management, order processing, and logistics tracking to optimize supply chain efficiency and reduce costs.
Business process automation examples 

How to do business process automation?

You may wonder how to automate your business processes.To implement it successfully, follow these key steps:

  1. Identify Opportunities: Analyze your existing processes to identify tasks that are repetitive, rule-based, time-consuming, or prone to errors.
  2. Set Goals: Define clear objectives for automation, such as reducing turnaround time, increasing productivity, or improving data accuracy.
  3. Choose the Right Tools: Research and select appropriate automation tools and business process automation solutions based on your specific business needs.
  4. Map Workflows: Document the current processes and identify areas where automation can be introduced. Design new workflows that integrate automated tasks seamlessly.
  5. Test and Refine: Implement automation in a controlled environment and evaluate its performance. Continuously refine and optimize the automated processes based on feedback and data analysis.

What can assist to automate business processes?

Several tools and technologies can assist in automating business processes. Some popular options include:

  1. Robotic Process Automation (RPA): RPAs are systems that help to build software robots that mimic human actions. The common examples are chat and voice bots, as well as other cumbersome processes that can be automated, like data migration and document generation. 
  2. Workflow Management Systems: these systems help to create workflows that already exist in your company, as well as introduce the new ones with the automated steps, such as document generation, e-mail reminders and more. 
  3. Artificial Intelligence (AI): with the rising popularity of AI tools, it is now easy to automate content creation thanks to language-based models such as ChatGPT, or the visual generative AI’s like Midjourney.
  4. Business Process Management (BPM) Software: BPM software allows organizations to model, automate, and optimize their business processes. These tools provide complex features like process modeling, workflow automation, and analytics for continuous process improvement.

What are 5 examples of automation?

Automation can take various forms depending on the specific needs, industry and processes of a business. Here are some common examples of automation:

  1. Email Marketing Automation: with the help of email marketing automation tools, businesses can create personalized email campaigns, schedule automated follow-ups, and segment their audience based on specific criteria.
  2. Social Media Scheduling Automation: social media management tools allow businesses to automate the scheduling and publishing of social media posts across multiple platforms. This ensures a consistent social media presence while reducing time wasted on keeping up with a schedule. 
  3. Data Backup and Recovery Automation: businesses can automate backing up critical data and setting up automated recovery systems. This ensures data security and minimizes the risk of data loss.
  4. Inventory Management Automation: automation tools can be used to track inventory levels, generate purchase orders when stock is low, and send automated alerts for reordering. This optimizes inventory management and reduces the chances of stockouts or overstocking.
  5. Customer Relationship Management (CRM) Automation: CRM systems offer automation features such as lead scoring, automated follow-ups, and task reminders. This streamlines the sales process, improves customer engagement, and enhances relationship management.

What tools are used to automate a process?

There are several tools and technologies available to automate business processes. Here are some of those:

1.Already mentioned:

  • Robotic Process Automation (RPA) Tools,
  • Workflow Automation Platforms,
  •  Business Process Management (BPM) Suites,

2. Integration Platforms: Integration tools help connect different systems and applications, enabling seamless data exchange and automation across multiple platforms. They eliminate manual data entry and ensure smooth information flow between systems. The most popular ones are Make and Zapier, 

3. AI and Machine Learning Solutions: machine learning is an important aspect of AI – it can help to automate your business processes by using functionalities such as text classification, data capture, and anomaly detection. They can be pre-built, such as _, but can also be tailor-made by companies offering other software, such as workflow ones. Combine workflow automation and, for example, data capture, and you can build a process where your uploaded document is automatically classified based on its contents. 

What processes are best to automate?

While almost any process can benefit from automation to some extent, it’s important to prioritize areas that offer significant efficiency gains and cost savings. 

Processes that involve high volumes of repetitive tasks, data entry, or manual handoffs are excellent candidates for automation.

Examples include invoice processing, report generation, data entry, employee onboarding, and customer support ticket management.

How does AI automate business processes?

AI can revolutionize business process automation by enabling machines to perform cognitive tasks, such as understanding natural language and recognizing objects, making decisions, and analyzing complex data. For instance, AI-powered chatbots can handle customer queries, AI algorithms can analyze vast amounts of data for actionable insights, and AI-based recommendation systems can personalize customer experiences.

Manual business processes – can they be automated?

Even manual business processes can be automated to a certain extent. By employing tools like optical character recognition (OCR) and intelligent document processing, paper-based and manual tasks can be digitized and streamlined. Although full automation may not always be possible, partial automation can still bring significant benefits, such as reducing errors and improving data accessibility.

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In conclusion, automating business processes is a vital strategy for organizations aiming to boost efficiency, reduce costs, and enhance customer experiences. By leveraging automation tools and technologies, businesses can streamline their operations, eliminate manual errors, and empower their workforce to focus on high-value tasks. Whether it’s through RPA, AI, or workflow management systems, embracing business process automation is a wise investment that can yield substantial returns in the long run.

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