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Business process automation is a topic that is gaining importance among entrepreneurs who want to increase work efficiency. Read the article and learn how business process automation can help your team with everyday tasks.
What is automation? It is the process of replacing manual actions with modern technologies that perform tasks faster and more precisely. In the article, we will discuss how to implement the first automation in the company and why automation is a solution that helps improve the quality of work and increase competitiveness. Read our article to find out:
In almost every company, there are many processes that can be automated to optimize work and increase the efficiency of activities. In fact, what we automate depends on what exactly the company does. For example, in a marketing company, the most time-consuming process may be customer service, and in accounting, the settlement of invoices or the creation of reports and financial statements. However, there are processes that appear in every company, whether we want it or not.
Read our list of the surest automation ideas that have worked for our customers, realistically increasing their efficiency in business:
Is this most “human” aspect of your business amenable to automation? Of course it is! With the use of artificial intelligence, we are able to create virtual assistants in the form of chatbots on your website (e.g. to automate customer onboarding), who will support the customer service department in their daily work! In today's world, creating your own AI assistant only requires choosing the right tools and configuring the solution. Such AI systems analyze customer queries in real time, providing fast and relevant answers, which increases user satisfaction.
Business automation in administration and sales is one of the most popular directions of enterprise optimization. Such actions allow you to significantly speed up business processes and avoid repetitive activities. Thanks to systems based on artificial intelligence and document processing algorithms, we can generate personalized contracts and offers that will be based on your templates and data of your choice. In addition, you can take advantage of various tools, such as document editors integrated into CRM, which will allow you to automatically complete the data, eliminating errors and speeding up the completion of transactions.
Check here how bidding automation might look like in your company.
Modern AI systems can select candidates for you through automatic resume analysis. Mapping key recruitment stages allows you to identify areas for improvement. We have already implemented solutions such as automatic interview scheduling, CV management systems or access automation (see the implementation). Digital automation tools also speed up onboarding by automatically generating contracts and documents. The implementation of modern solutions will allow you to save time and increase the efficiency of the HR team.
Modern automation tools allow you to improve payment monitoring and receivables management. Where to start automating repetitive actions in debt collection? Start by optimizing the daily work of your finance department by implementing automation of sending reminders about arrears. In the later stages, you can also generate reports, analyze data automatically and send generated payment requests.
Automation of reporting in the company allows you to quickly collect, analyze and present data in real time. The most basic automation in this area allows you to generate recurring reports and present them in interactive dashboards, which speeds up decision-making processes. The benefits for businesses are enormous — less risk of errors, time savings and easier access to key information. Automated reporting contributes to increased efficiency for many of our clients!
Optimizing business processes in a company should start by identifying areas that have the greatest potential for improvement. Usually at the beginning of cooperation, automation experts will offer you to create a so-called process map. But what is process mapping and how does it really translate into process automation in the company? And what is the role of automation experts in the process mapping stage? We will answer these questions below!
This action consists of detailing each stage of a given activity in order to identify moments that can be optimized. It is best to do this in graphic form to help your company and team better understand the structure of the processes. For example, in the case of bidding, the process map should start by describing each step: from the moment the customer makes a request, through the preparation of the initial offer, until it is sent to the client and the possible negotiation of the terms. It is important to determine which people are involved in each stage — for example, the sales department, the finance department, as well as the managers.
Then it is worth analyzing which of these stages are the most time-consuming and prone to errors, e.g. manually entering customer data into the system, calculating prices or preparing an offer in PDF format. Process mapping therefore allows you to precisely identify the most time-consuming and costly processes.
Automation specialists play a key role in the process mapping stage. Their task is to thoroughly analyze existing processes, identify the potential for automation and propose the most appropriate technological solutions. Thanks to their knowledge and experience, the company can immediately choose the automation tools that best suit its specifics and needs. If you immediately, even with the implementation of simple automations in the company, resort to the help of specialists, it may turn out that this will save you time and money on possible corrections. With such planning, it is important to know the operations of various departments in the company in order to approach the architecture of systems holistically and choose the right tools for automation.
If you already know which processes in your company you want to automate, you are probably wondering where to start. The time has come for concrete steps. Build the foundations and start implementing automation!
Before deciding whether to automate processes internally, it is worthwhile to carefully evaluate the resources of your company. If you have people on your team with experience in tool integration, process mapping or programming, it may be possible to implement automation on your own. It is important to have the appropriate technical competence and time to complete the project. If you decide to use internal resources, you can start with small improvements to have full control over the optimizations you make. However, if you do not have such resources or the team does not have the appropriate knowledge, it is worth considering outsourcing the automation to a specialized agency that will help you carry out the process without the risk of errors.
If you decide to work with an external agency, check if their team knows how to implement business process automation. Pay attention to whether the agency has experience working with processes similar to those you want to automate. Check that they offer full support, including mapping activities, selecting the right tools, and integrating them with IT systems. In addition, make sure that the agency complies with the rights and principles of processing personal data and provides information about the rights and principles of processing this information - remember that you are the administrator of the data entered in the form of your administration, so do everything to keep this data safe. Automation is only safe if the service provider is familiar with cybersecurity and selects the right tools for process automation based on this.
Preparing to meet with an agency is crucial to the success of the entire automation process. Before you schedule an interview, make a detailed description of the processes that you would like to automate in the company and a summary of the problems you want to solve. It is also worth preparing data on costs and time spent on these activities in the company. Thanks to this, the person in charge of the project in the agency will be able to determine the approximate time of implementation and the approximate price of creating automation at the first meeting.
However, if you do not know where to start, which is the most time consuming, generates errors and costs, and you are not sure how to approach automation, it will be crucial to carry out an audit of the processes in the company. Such an audit will help identify areas that require optimization and will indicate which processes can be automated, and which ones should be left in the traditional form. Thanks to this, you will make an informed decision about which activities are really worth automating, which will allow you to maximize the benefits of implementing automation. Automation companies can support you in analyzing and creating a process map based on which to plan your automation activities. Consider whether you are thinking about implementing simple automations that do not require analysis of activities in the company, or if you want to make more serious optimizations that require an audit from an external enterprise.
To avoid disruptions in the daily work of your team, you can divide the automation process into stages. Starting with the most time-consuming and costly processes, you will be able to gradually make changes that will have the greatest impact on improving efficiency. The division of work into phases will also allow better project management and monitoring of progress. Remember — any well-chosen automation increases efficiency, but it is worth taking the time to analyze its validity.
Although business process automation has great potential in terms of saving time and resources, it is not always worth implementing it on your own. Automation works best for activities that are repetitive, time-consuming, and prone to errors. However, in a situation where the processes in your company are extremely diverse or non-standard, the implementation of automation can prove to be too expensive and complicated. In such cases, a better solution may be to choose ready-made tools that allow you to speed up complex processes. It is also worth considering whether the investment in full process automation will bring real benefits or whether the impact on automation will be marginal. So remember that automation is about real improvement, not blindly following business trends.
Contact us — find out what business process optimization is and what opportunities automation has in your company, as well as see how to map your processes. We will tell you where to start optimization, and if you want — we will introduce automation in your company for you!
We can help your business save time and money! The automation of the company's business processes supports our customers in their daily work — see what the implementation of automation looks like with Sagiton!
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