Unlocking Business Process Automation - Benefits and Implementation Insights

What if we were to unveil a solution capable of streamlining business operations, curbing operational expenses, mitigating security vulnerabilities, and eradicating the chances of human errors, all concurrently?

While this might appear too utopian a notion, it’s no deceitful ploy. Since the advent of data-driven task automation in the 1960s, starting with enterprise planning systems and later expanding to encompass robotic process automation, this technology has shifted from its nascent stage to an established and progressively sophisticated innovation. Business process automation presents exciting opportunities for businesses the world over in terms of efficiency, cost-savings, and of course digital transformation.

In this article, we will extensively explore business process automation, dissecting the array of advantages, obstacles, and potential opportunities it brings presents.

What is Business Process Automation?

Business Process Automation refers to the use of technology to automate business processes that are typically performed manually. These processes encompass a series of actions aimed at achieving specific objectives, especially those that are repetitive and involve multiple IT systems. It can be applied to automate entire business processes or specific stages within larger processes. This adaptability allows organizations to tailor automation to their unique needs and priorities.

The business process automation (BPA) market is thriving, fuelled by the escalating demand among organizations to boost efficiency, curtail expenses, and strengthen compliance. Market research firm Markets and Markets predicts a compound annual growth rate (CAGR) of 12.5% for the global BPA market, projected to reach a value of USD 24.4 billion by 2027.

According to Gartner, the top priorities for organizations adopting BPA in 2023 are enhancing process efficiency (42%), reducing costs (38%), and elevating customer experience (36%). The average return on investment (ROI) for BPA projects is an impressive 15%, highlighting the substantial financial benefits that organizations can reap by implementing BPA solutions.

BPA has the potential to slash process cycle times by up to 50%, expediting task completion, enhancing workflow throughput, and bolstering overall efficiency. Additionally, BPA can improve customer satisfaction by up to 25% by minimizing errors, delays, and inconsistencies in service delivery. This translates into a more positive customer experience and heightened brand loyalty.

Overall, BPA involves leveraging technology to automate manual business processes, leading to increased efficiency, cost savings, and the standardization of workflows. This automation approach has become essential in modern business environments where organizations seek to enhance productivity and reduce operational costs.

Few Reasons to Automate Your Business Processes

There are many fascinating reasons for investing in business process automation, including but certainly not limited to

• Optimized Workflows – Optimizing workflow helps businesses track and control their processes for optimal outcomes. Enhancing workflows involves identifying the key tasks critical for success, finding ways to enhance the process, eliminating unnecessary tasks, and automating those that can be streamlined for maximum efficiency.

• Increased Productivity – Automation reduces the repetitive and monotonous tasks humans must do by relegating those tasks to software, which usually means a better experience for customers, reduced error rates, improved compliance, and lower stress for teams. Business process automation enhances overall productivity and fosters business growth by allowing employees to concentrate on more valuable tasks while eliminating bottlenecks in current workflows. This results in a streamlined operational environment where resources are efficiently utilized, driving accelerated progress and success.

• Reduce Operating Cost – Implementing business process automation can lead to lower operating costs due to improved operational efficiency, enhanced workplace productivity, and reduced need for manual intervention. According to a report by Deloitte, organizations can decrease costs by up to 59% while improving quality and accuracy by 90% through robotic process automation.

• Effective Resource Allocation – Business process automation helps organizations improve productivity and optimize workflows, allowing them to make the most of their human and digital resources. By automating repetitive or time-consuming tasks, BPA enables companies to reduce operating costs, freeing up capital that can be invested in other business areas, such as growth initiatives. BPA is a valuable tool for organizations looking to work smarter, not harder.

• Streamlined Document Management – BPA automates the collection, storage, and organization of critical documents and data, making the process more efficient the automation will not only reduce the need for manual but also help in error reduction. By digitizing documents and data, BPA assists in building comprehensive digital archives. These digital archives act as repositories of information, making it easier to store and retrieve data efficiently, enhancing accessibility and reducing the reliance on physical records. It will also serve as a single source of truth which ensures data consistency and accuracy which will help in enhancing the transparency, cross team collaboration and productivity of a team.

• Less Risk of Human Error – Regardless of good intentions, humans are prone to making mistakes, and this fact is an inherent part of the human experience, mistakes can range from minor and inconsequential to those with significant consequences that can impact the entire business. BPA plays a vital role in reducing the risk of human error by automating tasks and processes. This automation ensures that tasks are carried out consistently and accurately, minimizing the potential for errors, by automating repetitive and critical tasks.

• Enhanced Compliance – Business process automation is essential for organizations in heavily regulated industries, including financial services, the public sector, and healthcare, among others. Automation plays a critical role in ensuring compliance and efficiency within these tightly regulated sectors by enabling the automation of various aspects of their compliance programs. This empowers compliance officers to focus their efforts on addressing more critical business issues that directly impact the organization.

• More Satisfied Customers – Increased customer satisfaction is a direct outcome of business process automation, which facilitates quicker, precise, and personalized service delivery. By minimizing errors and optimizing internal processes, automation ensures a smoother workflow, culminating in a heightened level of customer contentment and an overall positive experience.

How to Identify Automation Opportunities and Right Business Processes to Automate

Deciding which business processes to automate is a crucial step in implementing Business Process Automation (BPA). Below is the list of systematic steps to help you determine which processes are the best candidates for automation:

• Identify the repetitive and ruled based process
• Evaluate the process complexity
• Assess Volume and frequency
• Identify process with clear ROI
• Consider the impact on customers
• Prioritized the processes based on business goals
• Consult with Key stakeholders
• Start with small wins
• Assess technology feasibility
• Monitor and iterate

One of our clients in the mortgage lending business provides a real-world example of how automation can streamline processes. Every week, loan officers had to visit a website without an API to download data on current mortgage rates. They then had to manually enter that data into an Excel spreadsheet and perform a mail merge for email marketing. This process was time-consuming and took each officer an hour to complete, which could have been spent on following up with prospective borrowers or networking with referral partners. The client implemented business process automation, which completely automated the process. As a result, the loan officers saved valuable time, and the business was able to make better use of its resources.

An important note is that it’s crucial to emphasize that not all business processes are suitable for full automation. Human involvement remains essential for tasks that require creativity, emotional intelligence, complex decision-making, or personal involvement. So, the key is to strike a balance between automation and human involvement. While automation can enhance productivity and efficiency in many areas, there are certain aspects of business processes where human expertise, empathy and judgment are irreplaceable. A thoughtful approach that combines the strengths of both automation and human interaction can lead to optimal results in terms of productivity and customer satisfaction.

Best Practices for Using Business Process Automation

In addition to choosing the right processes to automate, there are a few other things you can do to make sure that business process automation (BPA) is successful in your organization.

• Clearly Precisely delineate your objectives and anticipations for business process automation (BPA) to attain three pivotal results. Initially, crafting a lucid business case for BPA validates your expenditure in BPA technology. Secondly, it functions as a guiding path for your BPA endeavor. Thirdly, it enables you to evaluate the efficacy and return on investment (ROI) of your BPA undertaking, paving the way for subsequent best practices.

• Track and measure the outcomes of your BPA initiative. When setting goals for your BPA project, ensure you also define the metrics or key performance indicators (KPIs) you’ll use to assess its progress. For instance, if aiming to reduce costs or shorten the time for a business process, closely monitor the automation’s results to determine if it’s delivering the expected value.

• Understand Your Organization’s Compliance Requirements. Before embarking on your business process automation (BPA) journey, it’s crucial to thoroughly understand the compliance requirements that your organization must adhere to. Even if you’re not directly automating processes within your compliance program, it’s essential to be aware of potential compliance hurdles, limitations, and restrictions that may impact your BPA strategy. This knowledge will help you design a BPA plan that aligns with your organization’s regulatory obligations and avoids potential pitfalls.

• Document Every Step of the Way. In the world of BPA, meticulous documentation is paramount. From the minute alterations being made to your existing workflow to the detailed rollout plan for implementing those changes, ensure that every aspect of your BPA strategy is meticulously documented. This comprehensive documentation should be readily accessible to all relevant personnel, serving as a single source of truth. By creating this detailed roadmap, you can eliminate confusion, ensure consistent adherence to the new process, and facilitate a smoother transition for all involved.

• Invest in Employee Training and Change Enablement. Effective employee training is a cornerstone of successful BPA implementation. Training materials should not only provide a step-by-step guide on how the new process will operate and outline updated roles and responsibilities for employees, but they should also delve into the rationale behind the change. Helping employees understand the “why” behind BPA initiatives is an integral part of change enablement. By fostering a clear understanding of the purpose and benefits of BPA, you can increase the likelihood of user adoption and the overall success of your BPA project.

• Start Small, Scale Gradually. Instead of attempting to automate everything at once, a more manageable approach is to identify three to five specific processes that would benefit from automation and focus on those initial targets. By starting small, you can more effectively assess the impact of BPA on your organization’s operations and gather valuable data to guide future decisions. Based on the goals you’ve set and the KPIs you’ve defined, you can evaluate whether BPA is delivering the desired outcomes. If your initial BPA initiative proves successful, you can gradually expand it to include additional processes. Conversely, if the initial efforts fall short of expectations, you can leverage the data collected to pinpoint areas for improvement and refine your BPA strategy.

• Choose an Integration-Friendly BPA Solution. Business process automation is designed to streamline operations, not disrupt them. Therefore, the ideal BPA solution should seamlessly integrate with your existing software ecosystem, requiring minimal or no rearchitecting to connect with other programs. By selecting an integration-friendly BPA solution, you can ensure a smooth transition and avoid compatibility issues that could hinder your BPA efforts.

• Partner with an Experienced BPA Provider. While implementing business process automation (BPA) can be undertaken independently, collaborating with an experienced BPA provider can significantly increase your likelihood of success. A seasoned BPA provider brings a wealth of knowledge and expertise to the table, assisting you in identifying suitable processes for automation, defining clear objectives, establishing relevant metrics, anticipating potential roadblocks, and navigating the intricacies of BPA implementation. Moreover, in the face of unforeseen challenges, a trusted provider can offer valuable guidance and support to keep your BPA project on track.

BitAffix, Your Trusted BPA Partner and Implementation Ally

As an accredited UAE and MENAPT nationally managed partner, BitAffix Solution stands as an exceptional facilitator in empowering your organization to embrace the potential of business process automation using the BitAffix Business Process Automation Platform.

Our approach is straightforward and distinct, aligning with BitAffix’s unique value propositions

• By amalgamating our pertinent industry proficiency and extensive experience in BPA implementation with the robust functionalities inherent in the BitAffix Automation platform, we meticulously examine your existing workflows, pinpointing prime areas for automation.

• Once we’ve identified three to five workflows with automation potential, we meticulously deconstruct them into their fundamental elements, crafting a comprehensive implementation strategy for each, tailored to the most effective approach for automation.

• Our Customer Success team collaborates closely with you to construct automation processes within BitAffix’s Customizable App. Leveraging the platform’s user-friendly interface and visual frontend, we design seamlessly integrated workflows, consolidating them into a singular platform.

• We offer thorough one-on-one technical training to impart all necessary technical knowledge to your IT Staff. Over time, your team gains confidence in building and automating new processes independently, equipped to operate autonomously or in collaboration with BitAffix’s customer success team—granting you full autonomy of choice.

For expert guidance on harnessing the BitAffix Business Process Automation Platform and modernizing your organizational operations through automation, consider enrolling in our immersive automation and BPA envisioning workshop. For further insights on empowering your workforce, visit our website or directly reach out to us at [email protected]