Process automation in the office is a crucial factor for companies and organisations to remain competitive. It is so important because automating manual, repetitive tasks enable more efficient and productive business. What’s more, employees can be deployed sensibly according to their skills instead of leaving them to do time-consuming, repetitive tasks. This blog article explains how process automation reduces costs and improves quality at the same time. It is also about how automation ensures compliance with standards and regulations and what considerations entrepreneurs should have if they want to automate processes.
Definition: What is process automation?
The term process automation describes the optimisation of manual routine processes using digital technologies. The aim of this automation is for companies and organisations to improve their operational processes and thereby save costs, time and resources. It is also about minimising the number of errors and increasing customer satisfaction. The automation of processes can include various technologies and tools. These include, for example, workflow management systems, document management systems or digital invoice processing, digital mail delivery or contract management.
What are the benefits of process automation?
The automation of recurring processes frees employees from monotonous tasks and reduces the cost of human error considerably. But there are a whole range of other advantages that automating processes offers companies and organisations.
Process automation with a DMS
Document management is one of the most powerful solutions that businesses can introduce. Out with paper, away with media disruptions, and onto digital processes. With a document management system (DMS) you can automate all kinds of routine tasks in the office that would otherwise, take a considerable amount of time and expense.
Audit-proof and discoverable in a central system
This includes, for example, digital invoice processing, which handles both the comparison of master data and the checking of the invoice items to ensure that the invoice is correctly issued. Other processes can be automated, from invoice approval to digital archiving. In the end, all documents end up archived in a central system in an audit-proof and discoverable manner.
Contract management and personnel records management
Another process that companies and organisations can optimise is contract management and affects all phases of the contract life cycle - from creation and coordination of contract details to digital signature and archiving.
The same applies to personnel file management. By automating routine tasks such as adding documents, updating information or checking compliance requirements, HR processes can be carried out faster and more efficiently.
Higher data quality, improved customer satisfaction
Customer relationship management also benefits from automation, for example in data entry and processing processes. Fewer human errors, higher data quality – that’s the motto. This improved data quality enables companies to make informed decisions and improve customer experience.
Goodbye monotonous tasks. Welcome workflows!
Relieve your employees from time-consuming routine tasks and speed up the flow of information in your company – easily achieved with workflow management.
Process automation: This is what matters
Anyone who wants to implement process automation should be prepared for minor challenges during implementation. However, if you bring in an experienced digitalisation partner who has managed many customer projects, their expertise will prove to be invaluable. Some of the key challenges are:
1. The process analysis
Analysing existing processes, for example through process mining , is the first step in implementing process automation. The question arises: Which processes can actually be automated and offer the greatest potential? Incomplete or inaccurate analysis may result in errors and inefficient processes.
2. The technology selection
There are many process automation software providers. However, choosing the right technology requires some understanding. On the one hand, there are the specific requirements of the company, but also the possibilities that technologies can offer in general.
3. Integration into existing systems
Integrating process automation into the existing system landscape can be a challenge. Some systems may not be fully compatible or may require the use of interfaces to transfer data between systems. A provider with a high level of integration expertise and many standardised interfaces is crucial.
4. User Acceptance
Automated processes can also encounter resistance from users. This is particularly the case when they have become accustomed to existing processes. Involving users in process modelling can quickly ensure acceptance. With the d.velop process studio, for example, employees in specialist departments can model processes themselves. This is made possible by Process Studio’s no-code approach. In the video you can see the simple modelling of an approval process:
Would you like to get an impression of how the d.velop process studio works? No problem! Simply arrange a consultation:
5. Data quality
Automation results in data being generated faster and at greater volume. Poor data quality leads to errors and inaccurate results. It is therefore important that the data obtained is correct and up to date to ensure the effectiveness of the automation for data evaluation.
6. Security and privacy
Since many documents and information in a DMS are confidential, data security and data protection are crucial. Implementing process automation therefore requires careful review of security requirements and measures to ensure confidential information remains protected.
Conclusion: Automation makes businesses more efficient
Process automation is an important factor for companies and organisations to remain competitive. Automating manual tasks offers more efficiency and improves the quality of their work.
Automating processes offers many other benefits such as better compliance with standards and regulations, time savings, error prevention and analytical potential. Document management is an area in which process automation can be used particularly effectively to achieve higher data quality and customer satisfaction.
How can you automate processes?
Processes can be automated by using specialised software tools or platforms that can perform certain tasks automatically. You can also use artificial intelligence and robotics to automate complex processes.
Why process automation?
Process automation offers numerous benefits such as increasing efficiency, minimising errors, cost savings and faster turnaround times by replacing manual tasks with automated processes. This can reduce workload and shift focus to higher-value tasks and strategic initiatives.
What types of automation are there?
There are different types of automation, such as office automation or IT automation. All of these types aim to automate simple tasks as well as complex processes to improve efficiency, accuracy and productivity in companies.
When does automation make sense?
Automation makes sense when repetitive tasks can be automated with clear rules and procedures to save time and resources and increase efficiency.