What is process automation
Automation is the transformation of a process that is usually performed manually into an automatic, independent execution through the use of technology. In short, it is the use of a technological tool and systems integration to manage tasks.
In this context, process automation or digitisation brings technology into day-to-day activities within the company to improve productivity and prevent errors. It is possible to eliminate repetitive tasks, save time, and avoid having to redo work.
The stages of a process—from collecting and analysing through to storing information—are transformed and carried out through technology. As a result, in addition to making tasks simpler, automation enables information centralisation and facilitates data monitoring and report generation.
Any area of the company can undergo the digitisation of its processes. In the finance department, for example, technology can be useful in different ways, from producing reports to purchasing and paying for services or products.
For example, in a purchasing process it is possible to divide the action into stages: a request from a department, manager approval, forwarding to the supplier. In this case, the entire process is carried out simply by clicking a few buttons in a single system, without needing to access email, phone, etc.
Therefore, by digitising its processes, the company can improve workflow and, consequently, reduce costs, increase productivity, and gain traceability and control over the organisation’s information.
How to automate an organisation’s processes
When people talk about automation, it is very common to think of a production process, with machines manufacturing different parts of a product. In this case, it is not something material or tangible, but rather a system with stages, where the product is information.
In this type of process, there is systems integration and sequential management of activities. For example, digitisation creates task execution alerts, shows deadlines, indicates when a task is overdue, enables activities to be routed, produces reports, automatically sends messages, among other features.
There are so many possibilities that, depending on how the system is set up, an automated process can make decisions on the user’s behalf.
However, for all of this to be possible, human intervention is required to set up this system. With the help of a person, the rules for the flow of information within the process in question are created.
Therefore, to start automating, it is first necessary to take a broad and complete view of all the company’s tasks and areas. This will make it possible to identify which activities can and should be automated, and which processes need to be interconnected between departments.
When the company has all this information, as well as the step-by-step of the tasks to be digitised, it should then look for software to create automation systems.
No-code platforms are often tools widely used by companies looking to automate their processes.
Through a no-code platform, such as Masterlink’s, it is possible to create business rules, define workflows, and connect tasks across different departments. All done by the business teams themselves, with the autonomy to continuously create new automations.
See other advantages of the Masterlink Platform here.
Types of processes that can be automated
Automation can be used for the simplest tasks through to the most complex. The use of technology can also focus on both internal and external processes. This means that any company process that needs improvement can become fully or partially automated.
Examples of automated processes include:
- Human Resources Management: employee data records with the ability to manage people, evaluations, timesheets, and holidays.
- IT technical services: support ticket management, such as the flow of records from a form created by customers, with a service workflow.
- Sales: customer management, contract management, projects, and new opportunities.
- Institutional organisation chart management: records of an institution’s organisational units, with user and profile management.
- Public Procurement: management and processing of public procurement request processes.
- Applications: submission of applications for an evaluation process and an approval workflow by evaluators.
Therefore, an automated process is one that makes the work routine easier by automatically carrying out activities that would previously be done manually by someone.
Benefits of process automation
Process automation makes it possible to produce more, in less time, and at lower cost. Key benefits include:
- Higher productivity and better use of teams’ time
- Reduced operating costs
- Data and systems integration, without duplicating information
- Greater stability and fewer process errors
- More satisfied employees, freed from repetitive tasks
Essential steps to automate successfully
- Choose which tasks to automate, starting with the most repetitive and highest-impact ones
- Define clear and measurable objectives
- Choose the right tool: a no-code platform enables rapid progress and involves business teams
- Analyse results and continuously refine processes
- Create a culture of automation within the organisation
Challenges to consider
Automation does not fix a poor process: it only makes it faster. Many processes are overly complex or include rules that have not been reviewed for a long time, so before automating, it is worth simplifying and redesigning them. Learn more in Automation is not about speeding up processes, but redesigning them.
It is also important to define who develops, maintains, and evolves automations over time. Without this model, operational risk increases.
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