Successful Process Automation in 5 Steps

In theory, processes can be digitized and automated anytime and anywhere. However, if you automate an inefficient process, you still end up with an inefficient automated process. What this implies is that digital processes should not necessarily be automated just for the sake of automation. Process automation can increase efficiency, save time and make workflows error-free and streamlined, but only if the processes in question have been thoroughly examined, analyzed and optimized beforehand.

In the following, we take a look at the relevance and benefits of digital process automation and provide a step-by-step guide to successful process automation.

Process Automation: Definition and Benefits

Essentially, process automation refers to the automation of repetitive tasks or procedures in a company. Computer programs or special software perform certain steps or actions independently and automatically without the need for human intervention.

Process automation is a valuable tool for companies with a variety of benefits that are reflected in an overall more efficient way of working and measurable KPIs such as production costs or times.

• Time saving: By automating recurring tasks, employees can focus their time on more demanding tasks or strategic projects. In addition, companies can react more quickly to customer inquiries, market changes or internal requirements as processes are accelerated.

• Cost reduction: Automation enables companies to reduce personnel costs as fewer working hours are required for repetitive tasks. Material and operating costs can also be reduced thanks to more efficient processes and fewer errors.

• Improved accuracy: Automated processes are less prone to human error, resulting in greater accuracy and consistency.

• Scalability: Automated processes can be easily scaled to keep pace with business growth without the need for additional resources.

Five Steps to Process Automation

Step 1: Identify Processes

The first step is always to clearly identify the process. However, this is sometimes easier said than done. You may have the initial idea of automating a certain workflow, but underestimate what is involved.

Business processes are rarely completely stand-alone and detached, but are almost always linked to other processes. In some places, the same software is accessed, and some steps may even appear identically in completely different workflows. However, there may also be steps attached to the process that you were not even aware of before.

During this first step, it often becomes clear that the scope is much larger than initially estimated. However, this realization is necessary so that the process can be thoroughly defined in the next step and can be automated in an error-free and sustainable manner.

Step 2: Define Processes

Now that we have identified the process and the scope, it is important to define the process thoroughly and in detail. This includes numerous points, such as:

• Timeline

• Involved people / departments

• Goal of the process

• Software and applications used

• Start and end point

• Branches and their conditions

• Scalability

The last point is particularly important here. After all, ideal and future-oriented processes should be tested for their scalability before digital process automation: Will the processes still work if new employees or applications are added? If our company grows as predicted, can this approach still be implemented?

Branches and their (possible) conditions are also extremely important for automation: Is there a yes, no or if, then... decision within the process? For all aspects, we recommend recording the process or processes. Which tool you use for this is irrelevant as long as the processes are visualized in detail and accurately.

Step 3: Optimize Processes

This step often merges with the previous step. Often, a process is visualized, and along with it, the question of whether the processes that have been established in the company make sense and are efficient is also raised for the very first time. Individual steps may be superfluous or extremely error-prone. These errors could then be minimized through restructuring.

It may also be worthwhile seeking external advice. People who do not work in the processes sometimes recognize the need for optimization more quickly (tip: Always ask new employees whether they notice any potential for improvement, as they are not yet “routine-blinded”).

Process optimization can often take a lot of time, as changes must of course also be discussed with the people concerned. New tools may also need to be introduced for some changes, in which case they need to be identified and carefully selected (we are also happy to help with this).

But no matter how long or arduous this step is, it is worth it. Thanks to extensive analysis and optimization, a digital process automation is well prepared from the outset and is more likely to deliver all the benefits you hope for.

Step 4: Process Automation with iPaaS

Then the time has finally come. After the detailed definition, selection of the required tools and process optimization, automation can begin. And iPaaS is the ideal choice for this.

iPaaS – short for Integration Platform as a Service –  is software that offers an interface for “piecing together” processes and thereby realizing digital process automation. Tools such as Make or Zapier make it possible to connect process steps, apps and conditions on a platform and thus automate the previously identified process. The technology works with API interfaces and can therefore integrate a wide range of applications, such as email marketing, cloud storage, CRM, accounting tools and much more.

Step 5: Monitor Processes

However, this is by no means the end of process automation. As this is an ongoing process, it also needs to be continuously monitored and regularly adapted and improved.

To ensure that the process works as desired and that you achieve your set goals, constant evaluation of the performance of the process is necessary. To do this, define KPIs that you can use to measure success and collect feedback from users and employees. In this way, you can identify specific areas for further optimization.

Sounds pretty complicated? Don't worry, it's not, especially if you follow the previous steps. Nevertheless, it can help to seek advice from experts. We are happy to help you uncover potential, highlight opportunities and implement automation. In a consultation, we will shed light on all the necessary steps and information.

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