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How to Automate your business, and boost efficiency?

Robotics automation gardening concept.

How to Automate your business,

and boost efficiency?

 

Automating your business processes (sales, operations, and administrative processes) is an excellent way to increase workflow efficiency. It can help your company streamline its communication, enforce accountability, and reduce its overall costs.

A common misconception is that only large corporations can automate their business processes. This simply isn’t true. Organizations of all sizes can automate their business processes with little work, guidance, and by choosing the right technology.

Sales automation holds the potential to reduce the cost of sales by freeing up time spent on administration, reporting, and unlocking additional revenue by automating outreach to customers in the sales funnel.

To benefit from the emerging opportunity, sales organizations must adjust their ways of working as well as their technology platforms to ensure that sales reps and automation solutions work hand in hand.

Many companies have started adopting automation as a key driver of cost efficiency and increased sales. For example, an advanced-industries company applied automation to streamline its bid process, reducing proposal time from three weeks to two hours.

Being a business professional could get very strenuous especially with emails piling up in your inbox, meetings that are on hold for days now, and the constant feeling that you probably didn’t accomplish your administrative tasks as much as you wanted to do.

 

2 Examples of how to automate your business processes

 

1. Employee onboarding

It involves multiple tasks hiring employees, filling out employee information forms, setting up induction sessions, arranging training sessions, setting up bank accounts, collecting documents, and assigning mentors are just a few of the activities involved.

Without automation, the entire process can become quite chaotic and result in:

    Endless paperwork

    Missing out on some tasks

    Employee dissatisfaction

    Low productivity

Applying business process automation to employee on boarding will ensure smooth transitions from one task to the next, keeping relevant employees in the loop and providing visibility into the status of the process…

2. Purchase orders

Purchase order requests take few processes in most organizations. The requesting team fills out a form and sends it to the purchasing team, the approving authority then examines the request and rejects the request in case information is not accurate or if there are budgetary constraints. It is then sent back to the requesting team. If approved, a purchase order is created and copies are sent to the supplier as well as the inventory team.

Without automation, the following issues could crop up:

    Delayed PO approval

    Impacted productivity

    Incomplete records

    Errors in the PO

    Errors while taking delivery of the supplies

Business process automation can help improve accountability, transparency, time, and enable accurate data recording, which can be accessed when necessary. It will also retain all process-related communication within the workflow to make the purchase process easier and faster.

 

Why should you automate business processes?

Here are some reasons to automate your business processes.

1. Stepping stone to digital transformation

Digital transformation can seem like a lofty overwhelming goal to organizations that are not on the path yet. Business process automation can be a stepping-stone to adopting that culture of continuous transformation. You can start with a few processes that are clearly in need of course correction and gradually work your way up.

2. Get more clarity

Automation demands a certain amount of clarity about the process right at the designing stage. If you don’t know the tasks involved and the people responsible for running the process, you cannot design and automate the workflow effectively.

Mapping the process can provide clarity to all employees and serve as a training resource as well. The insights you gain from analyzing an automated process can clearly show you the gap between your processes as it should ideally be.

3. Streamline processes

One of the great outcomes of a process automation system is streamlined processes. Clear accountability, customizable notifications, valuable insights, and faster turnaround times make it easier to eliminate wasteful activities and focus on enhancing tasks that add value.

4. Get compliance records

With business process automation, every detail of a particular process is recorded. This information can be presented to demonstrate compliance during audits.

5. Standardize operations

When you automate a business process, you can expect a consistent standard of outcomes every time. Standardization helps position your organization as reliable, which in turn can help increase your customer base.

6. Increase customer satisfaction

Customer satisfaction is a key differentiator in any industry. Focusing on process and operational excellence helps you exceed customer expectations with ease. When you consistently meet promised standards, customers are more likely to develop a preference for your company.

 

What business processes should you automate?

Business process automation is not restricted to a handful of functions. Some factors that can indicate the need for automation include:

  • High-volume of tasks
  • Multiple people required to execute tasks
  • Time-sensitive nature
  • Significant impact on other processes and systems
  • Need for compliance and audit trails

If an activity meets all the criteria listed above, it’s very likely you need to automate your business process. Here are some commonly automated processes in organizations.

  • E-mail and push notifications
  • Helpdesk support
  • Creating customer case studies
  • Data aggregation and migration
  • Backup and restoration
  • Employee leave requests
  • Procurement
  • Call center processes
  • Sales orders
  • Time and attendance tracking
  • Payroll
  • Invoicing
  • Collections
  • Product launches
  • Lead nurturing

Once you have automated your business processes, you can expect to see multiple benefits.

 

Benefits of using business process automation tools

You will see a boost in productivity brought about by enhanced access. Cloud-based business process automation tools store your data in a central database. This helps you access data from any location or device whenever you need it.

Your business processes will become much more transparent. You can track and monitor processes while they are running, which can improve accountability and visibility.

The ability to monitor processes on the go will also help you keep a lookout for errors, fixing them as they occur. Performance reports will be a big plus, so you can take preventive measures against recurring errors.

From a long-term perspective, you will begin to notice faster turnaround times and a reduction in costs due to fewer manual interventions.

You will also find yourself in a position to enhance your workforce allocation since the application will handle all mundane recurring tasks. This way you can redirect your employees into tasks that necessitate human effort and judgment.

A business process automation system will ultimately enable growing business efficiency. Since it is based on the notion of continuous process improvement, efficiency levels will keep increasing in response.

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