Streamlining Your Operations: A Comprehensive Handbook on Workflow Automation

Business processes are at the heart of every company. They ensure that individual activities are completed to certain standards and achieve clear objectives. 

However, things like repetitive tasks, document routing, and lack of transparency can slow down crucial work from getting done. 

So how can you make your processes more efficient? How can you increase transparency and set clear expectations across your company? 

This is where business process automation comes in. 

In this article, we’ll explain what business process automation is. We’ll also look at the benefits of automating your processes and show real-life examples. Finally, we’ll cover the exact steps that you can follow to get started. 

• What Is Business Process Automation? 

• What Are the Benefits of Business Process Automation? 

• Business Process Automation Examples 

• How to Get Started With Business Automation 

• What Is Business Process Automation? 

Business process automation is when you use software and modern technology to automate multi-step business workflows and transactions. 

Don’t quite understand what that means? Let’s start by defining a “business process.” 

A business process is a set of tasks or activities that you carry out to achieve a specific outcome. It lets you standardize how your team works and ensures more consistent results. 

Companies of every size benefit from clearly defined processes. Not only do they set clear expectations, but they also increase accountability. Employees know what tasks they’re responsible for and when they need to finish them. 

Processing invoices is an example of a business process. Here are the steps involved from start to finish: 

Each step of the invoice approval process is clearly defined. 

However, tasks like manual data entry and document routing can slow down approvals. This can result in issues like delayed payments and inability to capture discounts. 

So how can you streamline your processes and reduce the risk of errors? This is where automation comes in. 

Business process automation is the use of technology to automate repeatable and repetitive manual tasks. It makes your processes more efficient by minimizing and even eliminating human intervention in some cases. 

Automating business processes can deliver massive time savings. In fact, 75% of IT & technology business leaders who have implemented automation solutions report time savings of at least four hours per 40-hour workweek. 

Let’s revisit the invoice approval process above. 

Instead of manually keying in invoice data into your account system and routing documents for approval, you can use accounting automation software like DocuPhase to automate these steps. 

This is just one example. Your company likely relies on dozens or even hundreds of processes to get work done. With the right automation software, you can make your operations more efficient and free your team from repetitive and time-consuming tasks. 

What Are the Benefits of Business Process Automation? 

Relying on manual processes may work in the early stages of a company. But they can quickly turn into bottlenecks and limit your ability to scale. 

Here’s how business process automation can benefit your company. 

Standardizes Business Operations 

Whether you’re onboarding a new hire, processing an invoice, or handling a customer refund, you generally follow the same steps. However, problems can occur if these steps aren’t standardized (e.g., employees applying discounts differently). 

Automating a process demands a certain amount of clarity. It’s hard to automate a process if you don’t understand the tasks and people involved. By automating your processes, you can standardize your operations and ensure more consistent outcomes. 

Increases Employee Productivity 

A majority of employees are still spending a huge chunk of their time on tasks that could be automated. 71% of employees spend 20% of their time on mundane tasks, which equates to about 1.6 hours per 8-hour workday. 

Time spent on mundane tasks means less time on more productive tasks — preparing a sales presentation, onboarding a new client, handling customer inquiries, etc. 

Business process automation helps you reduce and even eliminate mundane tasks. Instead of wasting time on tasks like data entry, employees can focus on the work they’re paid to do. This doesn’t just boost productivity but can also boost employee engagement. 

Reduces the Risk of Errors 

Manual processes are prone to errors — an employee could make a typo or calculation error when preparing certain documents. Fixing these mistakes creates more delays as it means having to send forms back for corrections and starting over again. 

Using a solution like DocuPhase to automate your processes can help reduce the risk of issues like data entry errors. For example, its capture recognition technology enables you to digitally and accurately capture data from documents like invoices. You can even set up parameters to ensure the validity of the data you’re capturing. 

Increases Process Visibility 

Manual processes often suffer from a lack of visibility. It’s hard for managers to monitor a process when employees are performing each step manually. This lack of visibility can affect productivity and make it difficult for managers to optimize their resources. 

Workflow automation software provides real-time visibility into your processes, allowing you to monitor progress across each step. That helps you quickly identify bottlenecks and inefficiencies that are holding a process back. 

Improves Compliance 

Non-compliance with certain industry regulations can incur heavy penalties. However, gathering the necessary documents to prove compliance can be difficult with manual processes. 

Automation tools like DocuPhase keep audit trails with detailed logs, so you can track when tasks were completed, see who performed them, and more. 

These records can also provide additional safeguards for processes like invoice approvals. For example, you can view the audit trail to make sure that the proper actions were taken before approving an invoice. 

What Business Processes Can You Automate? 

Automation can completely transform your company. It can help you eliminate repetitive tasks and increase productivity. However, not every process is suitable for automation. 

For example, following up with a vendor requires a more human touch. While you can automate tasks like reminders, you probably don’t want to automate the whole thing. 

Here are some factors to help you determine what processes you can automate: 

• Follows a predictable set of steps 

• Involves repetitive tasks like data entry 

• Has a time-sensitive nature 

• Gets repeated frequently 

• Requires audit trails 

• Let’s look at some examples in the next section. 

• Business Process Automation Examples 

If you’re not already leveraging automation, you’re missing out on opportunities to streamline your operations. Here are just a few business processes that are ripe for automation. 

Invoice Processing 

Invoice processing is an important part of accounts payable. It involves tracking what you owe to vendors and ensuring that any outstanding balances are paid in a timely manner.  

However, manually entering data from invoices into your accounting system and checking them against purchase orders can slow down approvals. This can affect your ability to capture early payment discounts. 

With accounting automation software, you can streamline your entire procure-to-pay process and reduce turnaround times. 

New Hire Onboarding 

A strong onboarding process is key to helping new hires acclimate to their roles. However, this process is often filled with tasks like filling out employment and tax documents. 

With an automated employee onboarding workflow, you can streamline the paperwork and provide a more engaging onboarding experience. HR can spend more time helping new hires prepare for their roles instead of burying them with paperwork. 

Job Requisitions 

The hiring process typically starts with a job requisition — a formal document that department managers submit to fill open positions. However, manually filling out these forms and routing them to HR for review can slow down the hiring process. 

With a human resources automation solution, you can get rid of paper-based forms and create automated workflows for job requisitions. Once approved, you can have the opening posted to your website and start collecting applications.  

Time-Off Requests 

Manually processing time-off requests isn’t just tedious and time-consuming. It can also make it harder for employees to get the time off they need and for managers to plan accordingly. 

With workflow automation software, you can create a time-off request workflow. Instead of filling out paper forms, employees can submit a time-off request with an online form and have it routed automatically to their manager for review. The employee’s records are updated once the request is approved. 

Change Request Management 

Any time you need to change or amend the scope of a project, you’ll need to submit a change request. However, managing these documents without the right process can be challenging. 

To easily manage change orders, you can build and deploy electronic web forms. You can then connect these forms to your databases and even integrate them into an automated workflow. 

Contract Requests 

Contracts outline expectations and provide legal protections for both parties. However, drafting new contracts and getting the necessary approvals can be a lengthy process. 

Automation software eliminates the hassles of preparing contracts by hand. Features like revision control enable you to see the entire history of a contract. What’s more, you can enforce business rules for greater oversight.  

Purchase Order Request 

A purchase order request is an internal document that employees create and submit to the purchasing department. It breaks down needed goods or services that a team or individual wants to buy. 

Automating this process eliminates the majority of the paperwork. You can also set up instant routing to ensure that purchase order requests don’t get lost or misplaced. 

And these are just a few examples of processes that you can automate in your business. Now let’s take a look at how you can get started with BPA.  

How to Get Started With Business Automation 

Business process automation can be a complete game changer for your company when done correctly. Follow these steps to get started. 

1. Get Buy-In From Your Team 

Automating your processes is a massive undertaking, which is why it’s important that you get key stakeholders on board. Otherwise, your automation efforts won’t gain any traction or may even fail outright. 

Identify one or two processes that take up a lot of valuable time and resources. Then break down how automation will help streamline these processes. Examples can include reducing data entry and making steps more transparent. 

Building a compelling case for automation will help increase buy-in. If you can demonstrate a positive ROI, you’re more likely to get support from key stakeholders. 

2. Audit Existing Processes 

Before you can automate your process, you need to have a clear understanding of each. Look at each of your processes. What are the tasks involved? Who is responsible for them? 

Auditing your existing processes will help you uncover any inefficiencies and identify tasks that you can automate. Consider seeking input from those involved to get their feedback. Note down any challenges or bottlenecks that they frequently encounter. 

3. Identify Organizational Requirements 

Before you start looking for an automation solution, you should first identify any requirements that it must meet. This will help you find the right software. 

For example, if one of your automation goals is to reduce manual data entry, you’ll want to look for software that offers capture recognition technology. This will enable you to digitally capture and input data into your systems with ease.  

4. Choose an Automation Solution 

The next step is to choose a solution to automate your business processes. Of course, this is easier said than done as there are countless options on the market. 

Consider assigning an automation project manager to help with this step. Their responsibilities will include evaluating individual vendors and scheduling product demos. They will also serve as a point of contact for internal stakeholders. 

5. Start Small and Involve Your Team 

Companies make the mistake of trying to automate everything at once. The problem here is that making too many changes can overwhelm your team. 

Start with just one or two processes that you can automate. Choose a process that follows a set of defined steps and gets repeated often. It should also deliver a financial benefit when it’s automated. 

For example, if your accounts payable team is spending a lot of time processing invoices, optimizing this process can help lower processing costs and reduce turnaround times. 

As you start automating your processes, don’t forget to document and communicate those changes. Consider rolling out changes in phases to avoid overwhelming your team. 

6. Measure and Monitor Your Processes 

Finally, it’s important that you track key metrics and compare them against initial baselines. This will help you measure the effectiveness of your automation efforts. 

Let’s say that one of your goals is to process invoices faster. If the data shows a positive impact on turnaround times, you know you’re on the right track. Continue to monitor your process and look for areas of improvement. 

Start Automating Your Business Processes Today 

Business process automation is all about making your process more efficient. It can help you eliminate repetitive tasks and free up more time for employees to focus on higher-value work. 

With automation software from DocuPhase, you can improve your processes by building robust workflows that are tailored to meet your business needs. 

Ready to get started? 

Request a demo to see how RNKX Studios business process automation software can help you eliminate paper-based processes. Our automation experts are available to answer your questions. 

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Streamlining Your Operations: A Comprehensive Handbook on Workflow Automation

Originally Published: May 6, 2022

At the core of every successful enterprise lie its operational procedures. These structured sequences ensure that individual tasks are executed consistently, meeting defined benchmarks and achieving specific objectives. However, obstacles such as monotonous duties, intricate document routing, and a general lack of transparency can hinder critical work.

So, how can organizations enhance the efficiency of their workflows? How can they foster greater transparency and establish clear expectations throughout their structure? The answer lies in the strategic implementation of workflow automation.

This guide will delve into the concept of workflow automation, explore its myriad advantages for businesses, and present concrete real-world applications. Finally, we'll outline actionable steps you can take to embark on your automation journey.

Understanding Workflow Automation

Workflow automation involves leveraging software and cutting-edge technology to mechanize multi-stage business processes and transactions.

Confused by that definition? Let's start by clarifying what a "business workflow" entails.

A business workflow is a sequence of interconnected tasks or activities undertaken to achieve a specific outcome. It provides a standardized framework for how your team operates, leading to more consistent results.

Organizations of all sizes benefit from clearly delineated workflows. They not only establish precise expectations but also enhance accountability. Employees gain clarity on their responsibilities and corresponding deadlines.

Consider invoice processing as a prime example of a business workflow. The typical steps from initiation to completion include:

Receive Invoice -> Data Entry -> Match with PO -> Approval -> Payment]

Each stage of the invoice approval process is clearly defined. Yet, manual data entry and document distribution can significantly prolong approvals, potentially leading to delayed payments and missed opportunities for discounts.

So, how can you optimize these processes and minimize the potential for errors? This is precisely where automation becomes invaluable.

Workflow automation is the application of technology to automate repetitive, manual tasks. It significantly boosts process efficiency by reducing, and in some cases, entirely eliminating human intervention.

Automating business workflows can yield substantial time savings. Indeed, studies show that a significant majority (75%) of IT and technology leaders who have adopted automation solutions report saving at least four hours per 40-hour workweek.

Let's revisit our invoice approval scenario. Instead of manually inputting invoice details into your accounting system and physically routing documents for approval, you can utilize specialized accounting automation software to automate these very steps.

This is merely one illustration. Your organization likely depends on dozens, if not hundreds, of processes to accomplish its work. With the appropriate automation software, you can enhance operational efficiency and liberate your team from time-consuming, repetitive duties.

The Advantages of Automating Business Workflows

While reliance on manual processes might suffice in the nascent stages of a company, they can rapidly evolve into bottlenecks, hindering scalability.

Here’s how embracing workflow automation can significantly benefit your organization:

• Standardizes Operational Procedures: Whether it's onboarding a new employee, processing an invoice, or managing a customer refund, you generally follow a consistent set of steps. However, problems can arise if these steps aren't standardized (e.g., employees applying discounts inconsistently). Automating a process necessitates a degree of clarity. It's challenging to automate something if you don't fully comprehend the tasks and individuals involved. By automating your workflows, you can standardize operations and ensure more uniform outcomes.

• Boosts Employee Productivity: A considerable portion of employees' time is still consumed by tasks ripe for automation. Reports indicate that 71% of employees dedicate 20% of their time to mundane tasks, equivalent to about 1.6 hours in an 8-hour workday. Time spent on trivial tasks directly translates to less time available for higher-value activities – such as preparing sales presentations, integrating new clients, or addressing customer inquiries. Workflow automation helps diminish and even eradicate these routine tasks. Instead of wasting time on data entry, employees can concentrate on their core responsibilities, thereby increasing both productivity and employee engagement.

• Minimizes the Likelihood of Errors: Manual processes are inherently susceptible to errors – an employee might make a typographical mistake or a calculation error when preparing documents. Rectifying these mistakes leads to further delays as forms must be sent back for corrections, often requiring a restart. Employing solutions that automate your processes can significantly mitigate the risk of issues like data entry errors. For instance, advanced capture recognition technology allows for precise digital data extraction from documents like invoices. You can even configure parameters to validate the accuracy of the captured data.

• Enhances Process Visibility: Manual workflows often suffer from a lack of transparency. It's challenging for managers to track a process when employees are executing each step manually. This lack of visibility can impact productivity and complicate resource optimization for managers. Workflow automation software provides real-time insight into your processes, enabling you to monitor progress at every stage. This helps in swiftly identifying bottlenecks and inefficiencies that impede a process.

• Improves Compliance Adherence: Non-compliance with certain industry regulations can result in substantial penalties. However, compiling the necessary documentation to demonstrate compliance can be arduous with manual processes. Automation tools maintain detailed audit trails and logs, allowing you to track when tasks were completed, identify who performed them, and more. These records also serve as additional safeguards for processes like invoice approvals, enabling you to review the audit trail to confirm that appropriate actions were taken before approving an invoice.

Which Business Workflows Are Suitable for Automation?

Automation has the potential to fundamentally transform your company by eliminating repetitive tasks and boosting productivity. However, not every process is an ideal candidate for automation. For example, following up with a vendor often requires a personal touch. While reminders can be automated, you likely wouldn't want to automate the entire interaction.

Here are some criteria to help you determine which processes are ripe for automation:

• Adheres to a predictable sequence of steps

• Involves repetitive tasks, such as data entry

• Is time-sensitive

• Is performed frequently

• Requires comprehensive audit trails

Let's explore some specific examples in the next section.

Practical Examples of Workflow Automation

If you're not already harnessing automation, you're missing out on significant opportunities to optimize your operations. Here are just a few business processes that are perfect candidates for automation:

• Invoice Handling: Invoice processing is a critical component of accounts payable, involving the tracking of outstanding vendor obligations and ensuring timely payments. However, manually inputting invoice data into accounting systems and cross-referencing them with purchase orders can considerably delay approvals, potentially affecting your ability to capitalize on early payment discounts. With accounting automation software, you can streamline your entire procure-to-pay cycle and reduce processing times.

• New Employee Onboarding: A robust onboarding process is crucial for helping new hires integrate into their roles. Yet, this process often involves extensive paperwork, such as employment and tax documents. An automated employee onboarding workflow can streamline this paperwork, providing a more engaging onboarding experience. HR personnel can then dedicate more time to preparing new hires for their responsibilities instead of burying them in forms.

• Job Vacancy Requisitions: The hiring process typically commences with a job requisition – a formal document submitted by department managers to fill open positions. However, manually completing these forms and routing them to HR for review can slow down the entire hiring process. With a human resources automation solution, you can eliminate paper-based forms and establish automated workflows for job requisitions. Once approved, the opening can be automatically posted to your website, and application collection can begin.

• Time-Off Requests: Manually processing time-off requests is not only tedious and time-consuming but can also make it difficult for employees to secure the leave they need and for managers to plan effectively. Workflow automation software allows you to create a time-off request workflow. Instead of paper forms, employees can submit requests via an online form, which is then automatically routed to their manager for review. Once approved, the employee's records are automatically updated.

• Change Request Management: Whenever the scope of a project needs to be altered or amended, a formal change request must be submitted. However, managing these documents without a proper system can be challenging. To efficiently manage change orders, you can develop and deploy electronic web forms. These forms can then be linked to your databases and even integrated into an automated workflow.

• Contract Generation and Approval: Contracts define expectations and offer legal protection for all involved parties. However, drafting new contracts and securing the necessary approvals can be a protracted process. Automation software eliminates the cumbersome task of manually preparing contracts. Features like revision control allow you to view the complete history of a contract. Furthermore, you can enforce business rules for enhanced oversight.

• Purchase Order Requests: A purchase order request is an internal document created and submitted by employees to the purchasing department. It details the goods or services a team or individual intends to procure. Automating this process significantly reduces paperwork. You can also configure instant routing to ensure purchase order requests are never lost or misplaced.

These are just a few examples of processes within your business that can benefit from automation. Now, let's explore how to begin implementing Business Process Automation (BPA).

Initiating Your Business Automation Journey

When executed correctly, workflow automation can be a transformative force for your company. Follow these steps to get started:

1. Secure Team Buy-In: Automating your processes is a substantial undertaking, making it crucial to gain the support of key stakeholders. Without their commitment, your automation efforts may falter or fail entirely. Identify one or two processes that consume significant time and resources. Then, articulate how automation will streamline these processes, highlighting benefits such as reduced data entry and increased transparency. Building a compelling case for automation, especially by demonstrating a positive return on investment (ROI), will significantly increase buy-in from key stakeholders.

2. Conduct a Process Audit: Before you can automate a process, you need a clear understanding of its every nuance. Examine each of your existing processes. What tasks are involved? Who is accountable for them? Auditing your current processes will help uncover inefficiencies and pinpoint tasks suitable for automation. Consider soliciting input from those directly involved to gather their feedback, noting any recurring challenges or bottlenecks.

3. Define Organizational Requirements: Before exploring automation solutions, first identify the specific requirements the software must fulfill. This will guide you in selecting the most suitable solution. For instance, if a primary automation goal is to reduce manual data entry, you'll want to prioritize software offering capture recognition technology for effortless digital data capture and input into your systems.

4. Select an Automation Solution: The next step involves choosing a solution to automate your business processes. This can be challenging given the plethora of options available. Consider appointing an automation project manager to oversee this step. Their responsibilities would include evaluating various vendors and scheduling product demonstrations. They would also serve as the primary contact for internal stakeholders.

5. Start Small and Engage Your Team: A common mistake companies make is attempting to automate everything simultaneously. This approach can overwhelm your team. Begin with just one or two processes for automation. Opt for a process that follows a defined sequence of steps, is frequently repeated, and promises a clear financial benefit upon automation. For example, if your accounts payable team spends considerable time processing invoices, optimizing this process can lower costs and reduce turnaround times. As you automate processes, remember to document and communicate these changes. Consider implementing changes in phases to avoid overwhelming your team.

6. Measure and Monitor Performance: Finally, it's essential to track key metrics and compare them against initial baselines. This will allow you to gauge the effectiveness of your automation efforts. For example, if one of your goals is to process invoices faster, and the data shows a positive impact on turnaround times, you know you're on the right track. Continuously monitor your process and look for further areas of improvement.

Begin Automating Your Business Workflows Today

Workflow automation is fundamentally about enhancing the efficiency of your processes. It enables you to eliminate repetitive tasks and free up valuable employee time to focus on higher-value work.

With robust automation software, you can refine your processes by building powerful workflows tailored to your specific business needs.

Ready to take the next step?

Explore a demonstration to discover how dedicated business process automation software can help you transition away from paper-based processes. Our automation specialists are available to answer all your questions.

Related Insights:

• Enterprise Automation – Where to Begin? - Published: May 15, 2018 - Did you know that a significant percentage of business processes are projected to be automated in the coming years? Discover how to start your enterprise automation journey.

• Leading Vendor for Web Form and Workflow Automation Software - Published: July 18, 2023 - Learn about recent recognitions for top-tier form and workflow automation solutions.

• Defining Your AP Automation Needs - Published: March 10, 2021 - If you're exploring AP Automation, gain a deeper understanding of its potential benefits for your organization and how to identify your specific requirements.

Initiating Your Business Automation Journey and Explore a demonstration to discover how dedicated business process automation software can help you transition away from paper-based processes. Our automation specialists are available to answer all your questions. 

Related Insights: 

Enterprise Automation – Where to Begin? - Published: May 15, 2018 - Did you know that a significant percentage of business processes are projected to be automated in the coming years? Discover how to start your enterprise automation journey. 

Leading Vendor for Web Form and Workflow Automation Software - Published: July 18, 2023 - Learn about recent recognitions for top-tier form and workflow automation solutions. 

Defining Your AP Automation Needs - Published: March 10, 2021 - If you're exploring AP Automation, gain a deeper understanding of its potential benefits for your organization and how to identify your specific requirements. 

Streamlining Your Operations: A Comprehensive Handbook on Workflow Automation

Originally Published: May 6, 2022

At the core of every successful enterprise lie its operational procedures. These structured sequences ensure that individual tasks are executed consistently, meeting defined benchmarks and achieving specific objectives. However, obstacles such as monotonous duties, intricate document routing, and a general lack of transparency can hinder critical work.

So, how can organizations enhance the efficiency of their workflows? How can they foster greater transparency and establish clear expectations throughout their structure? The answer lies in the strategic implementation of workflow automation.

This guide will delve into the concept of workflow automation, explore its myriad advantages for businesses, and present concrete real-world applications. Finally, we'll outline actionable steps you can take to embark on your automation journey.

Understanding Workflow Automation

Workflow automation involves leveraging software and cutting-edge technology to mechanize multi-stage business processes and transactions.

Confused by that definition? Let's start by clarifying what a "business workflow" entails.

A business workflow is a sequence of interconnected tasks or activities undertaken to achieve a specific outcome. It provides a standardized framework for how your team operates, leading to more consistent results.

Organizations of all sizes benefit from clearly delineated workflows. They not only establish precise expectations but also enhance accountability. Employees gain clarity on their responsibilities and corresponding deadlines.

Consider invoice processing as a prime example of a business workflow. The typical steps from initiation to completion include:

[Imagine a diagram here showing steps like: Receive Invoice -> Data Entry -> Match with PO -> Approval -> Payment]

Each stage of the invoice approval process is clearly defined. Yet, manual data entry and document distribution can significantly prolong approvals, potentially leading to delayed payments and missed opportunities for discounts.

So, how can you optimize these processes and minimize the potential for errors? This is precisely where automation becomes invaluable.

Workflow automation is the application of technology to automate repetitive, manual tasks. It significantly boosts process efficiency by reducing, and in some cases, entirely eliminating human intervention.

Automating business workflows can yield substantial time savings. Indeed, studies show that a significant majority (75%) of IT and technology leaders who have adopted automation solutions report saving at least four hours per 40-hour workweek.

Let's revisit our invoice approval scenario. Instead of manually inputting invoice details into your accounting system and physically routing documents for approval, you can utilize specialized accounting automation software to automate these very steps.

This is merely one illustration. Your organization likely depends on dozens, if not hundreds, of processes to accomplish its work. With the appropriate automation software, you can enhance operational efficiency and liberate your team from time-consuming, repetitive duties.

The Advantages of Automating Business Workflows

While reliance on manual processes might suffice in the nascent stages of a company, they can rapidly evolve into bottlenecks, hindering scalability.

Here’s how embracing workflow automation can significantly benefit your organization:

• Standardizes Operational Procedures: Whether it's onboarding a new employee, processing an invoice, or managing a customer refund, you generally follow a consistent set of steps. However, problems can arise if these steps aren't standardized (e.g., employees applying discounts inconsistently). Automating a process necessitates a degree of clarity. It's challenging to automate something if you don't fully comprehend the tasks and individuals involved. By automating your workflows, you can standardize operations and ensure more uniform outcomes.

• Boosts Employee Productivity: A considerable portion of employees' time is still consumed by tasks ripe for automation. Reports indicate that 71% of employees dedicate 20% of their time to mundane tasks, equivalent to about 1.6 hours in an 8-hour workday. Time spent on trivial tasks directly translates to less time available for higher-value activities – such as preparing sales presentations, integrating new clients, or addressing customer inquiries. Workflow automation helps diminish and even eradicate these routine tasks. Instead of wasting time on data entry, employees can concentrate on their core responsibilities, thereby increasing both productivity and employee engagement.

• Minimizes the Likelihood of Errors: Manual processes are inherently susceptible to errors – an employee might make a typographical mistake or a calculation error when preparing documents. Rectifying these mistakes leads to further delays as forms must be sent back for corrections, often requiring a restart. Employing solutions that automate your processes can significantly mitigate the risk of issues like data entry errors. For instance, advanced capture recognition technology allows for precise digital data extraction from documents like invoices. You can even configure parameters to validate the accuracy of the captured data.

• Enhances Process Visibility: Manual workflows often suffer from a lack of transparency. It's challenging for managers to track a process when employees are executing each step manually. This lack of visibility can impact productivity and complicate resource optimization for managers. Workflow automation software provides real-time insight into your processes, enabling you to monitor progress at every stage. This helps in swiftly identifying bottlenecks and inefficiencies that impede a process.

• Improves Compliance Adherence: Non-compliance with certain industry regulations can result in substantial penalties. However, compiling the necessary documentation to demonstrate compliance can be arduous with manual processes. Automation tools maintain detailed audit trails and logs, allowing you to track when tasks were completed, identify who performed them, and more. These records also serve as additional safeguards for processes like invoice approvals, enabling you to review the audit trail to confirm that appropriate actions were taken before approving an invoice.

Which Business Workflows Are Suitable for Automation?

Automation has the potential to fundamentally transform your company by eliminating repetitive tasks and boosting productivity. However, not every process is an ideal candidate for automation. For example, following up with a vendor often requires a personal touch. While reminders can be automated, you likely wouldn't want to automate the entire interaction.

Here are some criteria to help you determine which processes are ripe for automation:

• Adheres to a predictable sequence of steps

• Involves repetitive tasks, such as data entry

• Is time-sensitive

• Is performed frequently

• Requires comprehensive audit trails

Let's explore some specific examples in the next section.

Practical Examples of Workflow Automation

If you're not already harnessing automation, you're missing out on significant opportunities to optimize your operations. Here are just a few business processes that are perfect candidates for automation:

• Invoice Handling: Invoice processing is a critical component of accounts payable, involving the tracking of outstanding vendor obligations and ensuring timely payments. However, manually inputting invoice data into accounting systems and cross-referencing them with purchase orders can considerably delay approvals, potentially affecting your ability to capitalize on early payment discounts. With accounting automation software, you can streamline your entire procure-to-pay cycle and reduce processing times.

• New Employee Onboarding: A robust onboarding process is crucial for helping new hires integrate into their roles. Yet, this process often involves extensive paperwork, such as employment and tax documents. An automated employee onboarding workflow can streamline this paperwork, providing a more engaging onboarding experience. HR personnel can then dedicate more time to preparing new hires for their responsibilities instead of burying them in forms.

• Job Vacancy Requisitions: The hiring process typically commences with a job requisition – a formal document submitted by department managers to fill open positions. However, manually completing these forms and routing them to HR for review can slow down the entire hiring process. With a human resources automation solution, you can eliminate paper-based forms and establish automated workflows for job requisitions. Once approved, the opening can be automatically posted to your website, and application collection can begin.

• Time-Off Requests: Manually processing time-off requests is not only tedious and time-consuming but can also make it difficult for employees to secure the leave they need and for managers to plan effectively. Workflow automation software allows you to create a time-off request workflow. Instead of paper forms, employees can submit requests via an online form, which is then automatically routed to their manager for review. Once approved, the employee's records are automatically updated.

• Change Request Management: Whenever the scope of a project needs to be altered or amended, a formal change request must be submitted. However, managing these documents without a proper system can be challenging. To efficiently manage change orders, you can develop and deploy electronic web forms. These forms can then be linked to your databases and even integrated into an automated workflow.

• Contract Generation and Approval: Contracts define expectations and offer legal protection for all involved parties. However, drafting new contracts and securing the necessary approvals can be a protracted process. Automation software eliminates the cumbersome task of manually preparing contracts. Features like revision control allow you to view the complete history of a contract. Furthermore, you can enforce business rules for enhanced oversight.

• Purchase Order Requests: A purchase order request is an internal document created and submitted by employees to the purchasing department. It details the goods or services a team or individual intends to procure. Automating this process significantly reduces paperwork. You can also configure instant routing to ensure purchase order requests are never lost or misplaced.

These are just a few examples of processes within your business that can benefit from automation. Now, let's explore how to begin implementing Business Process Automation (BPA).

Initiating Your Business Automation Journey

When executed correctly, workflow automation can be a transformative force for your company. Follow these steps to get started:

1. Secure Team Buy-In: Automating your processes is a substantial undertaking, making it crucial to gain the support of key stakeholders. Without their commitment, your automation efforts may falter or fail entirely. Identify one or two processes that consume significant time and resources. Then, articulate how automation will streamline these processes, highlighting benefits such as reduced data entry and increased transparency. Building a compelling case for automation, especially by demonstrating a positive return on investment (ROI), will significantly increase buy-in from key stakeholders.

2. Conduct a Process Audit: Before you can automate a process, you need a clear understanding of its every nuance. Examine each of your existing processes. What tasks are involved? Who is accountable for them? Auditing your current processes will help uncover inefficiencies and pinpoint tasks suitable for automation. Consider soliciting input from those directly involved to gather their feedback, noting any recurring challenges or bottlenecks.

3. Define Organizational Requirements: Before exploring automation solutions, first identify the specific requirements the software must fulfill. This will guide you in selecting the most suitable solution. For instance, if a primary automation goal is to reduce manual data entry, you'll want to prioritize software offering capture recognition technology for effortless digital data capture and input into your systems.

4. Select an Automation Solution: The next step involves choosing a solution to automate your business processes. This can be challenging given the plethora of options available. Consider appointing an automation project manager to oversee this step. Their responsibilities would include evaluating various vendors and scheduling product demonstrations. They would also serve as the primary contact for internal stakeholders.

5. Start Small and Engage Your Team: A common mistake companies make is attempting to automate everything simultaneously. This approach can overwhelm your team. Begin with just one or two processes for automation. Opt for a process that follows a defined sequence of steps, is frequently repeated, and promises a clear financial benefit upon automation. For example, if your accounts payable team spends considerable time processing invoices, optimizing this process can lower costs and reduce turnaround times. As you automate processes, remember to document and communicate these changes. Consider implementing changes in phases to avoid overwhelming your team.

6. Measure and Monitor Performance: Finally, it's essential to track key metrics and compare them against initial baselines. This will allow you to gauge the effectiveness of your automation efforts. For example, if one of your goals is to process invoices faster, and the data shows a positive impact on turnaround times, you know you're on the right track. Continuously monitor your process and look for further areas of improvement.

Begin Automating Your Business Workflows Today

Workflow automation is fundamentally about enhancing the efficiency of your processes. It enables you to eliminate repetitive tasks and free up valuable employee time to focus on higher-value work.

With robust automation software, you can refine your processes by building powerful workflows tailored to your specific business needs.