The Complete Business Process Automation Guide

Business Process Automation (BPA) is rapidly turning into an exceedingly important and empowering influence in business control and nimbleness and a critical tool. But, why is that?

As we as a whole know, a great deal has changed since the 1990s. Today, the point is to expand automation instead of re-engineering it. Innovative progressions and the accomplishment of distributed computing have quickened the development of process automation procedures from re-designing to automation.

But, when a company is transitioning its process to a BPM (Business Process Automation) structure, it can be difficult to determine which workflow tasks are better suited for automation and which ones are better left manual. 

So let’s take a look at definitions, benefits and best practices of implementing BPA to improve efficiency in your daily routine. 

What is Business Process Automation?

Business Process Automation also referred to as workflow automation or process automation, is a strategy used by businesses to automate processes and consequently save time – and money. It consists of one or more integrations between applications in order to make the best use possible of the available resources.

More than simply automating email communications sent to users, BPA is an organizational transformation focused on driving efficiency, providing transparency and standardizing recurring business processes.

Automation can be used in many forms – from sending automated onboarding messages to your customers (take a look at our Customer Onboarding template) to integrating your whole Finance department to build an error-proof operation. 

Why Automate Your Business Processes?

Process automation usually is something desirable, but you might ask “Is that worth?”. The answer is that it depends. But the common answer is yes, it’s worth. Here you can see six reasons to start thinking in automation for your processes. 

1. Quality

First, Process Automation guarantees quality. Automating an operation assure that each activity is performed indistinguishably bringing about high-quality work and dependable results.

2. Consistency

If for instance, you have automated your client service follow-up process, your customers will reliably encounter the same level of service from your business as well.

3. Time

Manual tasks require significant time. They must be performed directly by people who are inclined to mistakes and who can’t reliably perform to the most astounding standards.

4. Creativity

Saving time authorizes your opportunity to take a shot at things that enhance the business, permitting you to be more creative and increase your workers’ levels of motivation.

5. Efficiency

Improving operational efficiency is another benefit. Productivity by definition describes the degree to which time, efforts and cost is successfully applied for the expected errand or reason.

6. Costs

Manual tasks that are performed at a slower rate than a process automated errand, which will cost more. Process automation permits you to fulfill more by using fewer resources.

How to Start Using Business Process Automation?

Now you might be convinced that BPA is a good solution for your current situation, right? So it’s time to start improving your processes. The first step, many times forgot, is mapping the processes you want to improve and automate. We talk about Process Mapping in this other guide—if it’s your case.   

So now let’s take a look at these 3 process automation best practices, so you can make sure you and your team are automating correctly on the track for success.

Define Specific Goals

If you are going to implement automation into your process management, you are going to first need to define specific automation goals – what you hope to achieve by automating those specific tasks.

Adopting BPM can be expensive during the initial phases (or not, if you choose to automate using cost-effective process automation tools, such as Pipefy) which is why you need to have a plan and review results regularly to determine whether or not the investment is worth it for your company.

Train Employees

In order to successfully incorporate process automation into your management practices, you are going to have to thoroughly train your employees – another reason why you should go for an easy-to-use, intuitive tool, such as Pipefy.

While training your team, make sure that every employee is fully aware of his or her role in the process. Training won’t happen overnight, it’ll take some time (and maybe extra costs) to train your employees, but you should see this as an investment: it’s much better to have a fully trained, informed team than an inefficient one.

Have a Backup Plan

While process automation technology is great, it is not 100% reliable. For example, a power outage, glitch or server error could shut down your whole system in a heartbeat. This is why it is necessary to have a backup plan that involves people handling automated tasks when you can’t rely on automation.

Ready to Start Automating? 

Having a clearly defined automation and technology strategy can make a huge difference in establishing a competitive advantage over the other players on the market. Having automated processes can be the difference between making or breaking. 

And if you are ready to start automating your processes, you can count on Pipefy to help you. 

Create your account and start improving your processes right now

Written by
Isabelle Wuilleumier Salemme
Head of Customer Support @Pipefy. She uses her extensive Pipefy knowledge to help users make the best of Pipefy via support and writing informative content pieces. Besides being in charge of support, she's an avid reader, a coffee lover, and a professional photographer.
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