5 Strategic Ways to Automate Business Processes

Process automation is now vital for organizations. It aims to boost efficiency, cut down on human errors, and remain competitive. By offloading repetitive, time-consuming tasks to technology, companies can dedicate more resources to strategic decision-making and innovation.

Over 78% of organizations have already turned to automation to secure a competitive edge. They plan to scale in the coming year. However, a thoughtful approach with realistic goals is essential for successful implementation. In this post, we’ll outline five practical guidelines to help you navigate process automation effectively.

Define Clear Goals Before Automating

Before implementing artificial intelligence (AI) or handing operational control to a robot, it’s essential to establish clear benchmarks for automation success. Effective business process automation requires significant investments in staff, capital, and time. Therefore, your metrics must be well-defined and easy to measure at every stage, whether assessing return on investment (ROI), cost savings, or other factors.

Identify the key performance indicators (KPIs) you want to track and consistently monitor them throughout the process. Since automation demands substantial time and financial resources, setting clear deadlines, milestones, and benchmarks within a structured timeline enables you to make necessary adjustments, whether adding or removing processes or even halting the integration if major obstacles arise.

Implement the Business Automation Solution

The next step is to drive digital transformation by implementing a business automation solution. There are several approaches to achieve this. One option is to utilize AI-powered business process management software that enables companies to design and automate workflows.

Businesses can leverage automation features within their existing technology stack. Many project management tools, such as Basecamp, Trello,  and Asana, offer automation capabilities that help streamline specific tasks and objectives.  You can also try FileMaker business solutions, which automate time-consuming, repetitive tasks, freeing employees to focus on more complex and creative tasks.

Focus on the Right Processes

While fully automating your business processes may sound ideal, attempting to do so all at once could lead to major challenges. This is especially relevant if your organization has not yet implemented automation for end-to-end workflows. Begin with simple, low-complexity tasks, such as mileage approvals or approvals for indirect spending below a specific threshold. 

Avoid processes that require significant human involvement, as they are less likely to be successfully automated. Starting with these “test processes” will help you assess the costs and benefits of automation, as well as determine the feasibility of incorporating more complex and critical workflows as your software applications handle an increasing number of business processes.

Assign Roles Thoughtfully and Practically

After defining your automation goals, selecting the business processes for automation, and implementing your workflow management software, the next step is to assign roles and responsibilities to management and key stakeholders. 

Ensure the hierarchy is clear, emphasizing transparency, relevance, and accountability. Involve subject matter experts and key team leaders in overseeing their respective workflows, and actively gather their insights on transitioning from the current system to the new one.

Gain Full Commitment from the Start

Workflow automation relies on computers and robotics, but remember that people, with their unique needs and personalities are at the heart of your company’s success. Without early and meaningful engagement, you may face resistance not only from employees but also from management, who might be reluctant to disrupt existing processes with a company-wide initiative.

To ensure a smooth transition, involve your entire team from the start. Take the time to understand and address their concerns, fears, and needs. Provide every stakeholder and system user with clear, comprehensive guidance tailored to their specific role.

Endnote

Automating a business process is about freeing up time for your team to focus on what they do best. By leveraging automation, you can enhance human creativity, innovation, and critical thinking in the most important areas of your business.