As the name suggests, process automation , in simple terms, consists of making a procedure that was previously performed manually operational, using technology and the integration that is established between data and systems. This is an extremely important step in business management — regardless of the sector of activity and the size of the organization — since it provides greater efficiency and a competitive advantage in the market, in addition to delivering greater value to customers.
The undeniable truth is that we live in an era of digital transformation and, in this scenario, the demand for tools that optimize daily practices grows every day. So, how about understanding automation in more depth, understanding, for example, which processes it can be applied to, how it works, among other relevant points? Keep reading!
What is process automation?
Complementing the introductory concept, it is possible to define process automation as a technique that involves transferring activities manually carried out by the workforce to machinery, equipment, instruments, etc. Thus, the machines become responsible for executing the automated tasks.
Through it, it becomes feasible to reduce waste, costs and time spent on processes, while at the same time minimizing potential failures, increasing productivity levels and, of course, exercising control over the company’s operations in real time.
The main objective
In general, it is possible to state that the main purpose of process automation is to bring improvements to the flow of organizational activities. To make understanding easier, let’s look at a practical example.
Imagine that you want to keep a record of the main suppliers that meet your company’s demands. If you try to create it in a non-automated way — that is, manually — opting, for example, to request company data via email, there is a high chance that some essential information will be missing, which will be “lost” in this means of interaction. In addition, of course, there is the possibility that your request will be “forgotten” amidst so many other daily demands.
On the other hand, if this request is automated, all the data necessary to create the registration will be filled in, without any possible communication errors.
What processes can be automated?
Good company management without the use of management systems and integrated software, when the focus is on efficiency and productivity, is almost impossible. After all, with process automation, organizations — in general, not just technology organizations — have begun to complete several tasks with just a few clicks.
The fact is that, in simplified terms, it is possible to say that automation involves removing bottlenecks that generate inefficiency in business operations. However, this true optimization potential extends to several areas, contrary to what many managers believe, covering, for example:
- sales sector activities — since it is feasible to adopt tools that totally or partially eliminate interaction between potential customers and humans;
- the activities of the marketing department — with the adoption of technological solutions that optimize lead capture and retention initiatives ;
- proposal development — which is especially applicable to sales teams who want to reduce the complexity of prospecting spreadsheets;
- the preparation of contracts — since it becomes possible to create, print and archive all bureaucratic documents with greater security, efficiency and, still, flexibility ;
- financial sector activities — in which automation becomes a great ally in ensuring a clearer view of metrics and more precise financial control.
How does process automation actually work?
When it comes to automating business processes through the control and analysis of operational activities, it is important to note that there is a continuous search for improving the flow of tasks. In this case, the objective is to repair any gaps and failures and achieve strategically defined objectives.
To this end, it is worth noting that, among the stages of process management , automation is present, above all, in the following three:
- implementation — occurs when software that maps, automates, executes and monitors processes is used to insert them in a modeled manner and using electronic forms. At this stage, priorities and those responsible are generally defined, and training is provided to all those involved to ensure that professionals fully understand how the tools work;
- implementation and execution — automation is present when the process mapping is put into practice, with the execution of the tasks themselves;
- monitoring — involves monitoring processes, checking that they are being carried out in accordance with expectations, and monitoring established goals and objectives. This step becomes much easier with an already automated process, since its information will be included in a system with significantly greater reliability. Thus, monitoring can be automatic and, in critical cases, alerts can be submitted.
What are the main advantages of process automation?
Although we have already mentioned some benefits related to the automation of business processes, it is worth emphasizing that the greatest advantage is probably the optimization of an organization’s daily activities. This is because, when tasks are carried out daily in a more dynamic manner, in a shorter period of time and in a more precise manner, even the level of satisfaction of the staff increases.
This, in turn, directly influences customer service . Considering this second group, it is also interesting to note that customers become more satisfied with the brand when there is more agility in processes, fewer errors, faster deliveries and returns, among other benefits that come from this automation process. Therefore, it can be said that it is a win-win situation.
How to select processes for automation?
One last point that deserves to be highlighted is the selection — and, of course, maintenance — of the processes to which automation will be applied. In this case, it is interesting to follow a kind of step-by-step process, which involves:
- carry out organizational mapping to achieve a systemic view of the entire operation;
- analyze the selected processes and the potential they present;
- establish a schedule and define a team responsible for implementation;
- schedule training with all participants in each stage;
- maintain continuous monitoring.
Process automation, as we have seen, can be summed up as a combination of everyday activities and technology — which is essential, especially in this era of digital transformation that we are living in —, with applicability in several areas of a company. Thus, both the flow and control of work are improved.