How to approach process automation properly

What is process automation?

Most activities in business are processes. Work performed is a process consisting of specific steps carried out sequentially, often manually, with human involvement. Automating such a process means applying appropriate technology to perform individual steps without human intervention, transitioning from manual execution to the use of specialized solutions (e.g., a system) or entirely in the background. This approach enhances process efficiency, simplifies operations, accelerates workflows, and reduces potential errors by eliminating human factors. As a result, businesses save both time and resources.

Human evolution through automation

Automation is not a new concept. From the agricultural revolution, when people first used rudimentary farming tools to improve cultivation (primitive by today's standards), to the industrial and digital ages, automation has driven humanity's progress. By saving time, automation allowed us to focus on more valuable tasks requiring creativity and innovative thinking. Undoubtedly, it has been a driving force for humanity for tens of thousands of years, and this process continues unabated. Viewing business automation through the lens of new opportunities - as an essential component of growth and the advantages it offers rather than merely as a necessity - can open up significant prospects for companies.

Benefits of automation

Implementing automation solutions for business processes provides measurable benefits for companies:

• increased efficiency: Automated systems work tirelessly (often 24/7, 365 days a year), faster, and more consistently than humans, leading to higher productivity;
• cost saving: automation eliminates the need to hire additional staff for repetitive tasks, reducing operational costs;
• consistent quality: minimizing human factors ensures consistent quality of products and services, reducing errors and mistakes;
• higher customer satisfaction: faster order processing, better service quality, and fewer errors translate to greater customer satisfaction;
• more resources for development: time savings can directly contribute to new development opportunities and employee skills enhancement, driving both company growth and team morale.

A gradual approach to automation

A common mistake is attempting to fully automate processes all at once. This approach is not only time - consuming and costly but also risky. Instead, gradual implementation is recommended, starting with the simplest and most repetitive tasks within a process and gradually increasing the scope of automation.

Key steps in the automation process:

1. Stakeholders:
   Identify individuals or groups involved in or affected by the process automation. Understand their needs, expectations, and how automation might impact their daily duties. Conduct consultations or workshops to incorporate their perspectives and gain their support for planned changes.
2. Understanding the process:
   Analyze every stage of the process, identifying bottlenecks, repetitive tasks, and optimization opportunities. Map the current process ("as-is") and indicate potential improvements, incorporating stakeholder feedback for a comprehensive understanding.
3. Prioritization:
   Identify the most time-consuming and repetitive tasks suitable for initial automation. Consider the impact on efficiency and the importance of tasks from the stakeholders' perspective. Prioritize based on value added and potential savings.
4. Success criteria:
   Define measurable indicators to assess the effectiveness of automation. These could include reduced task completion time, fewer errors, cost savings, or increased user satisfaction. Align success criteria with stakeholders to ensure they support business objectives.
5. Pilot implementation:
   Begin automation with selected simple tasks to test solutions on a small scale. Monitor established success criteria and gather stakeholder feedback to evaluate implementation effectiveness.
6. Iterative improvements:
   Gradually expand automation to other process areas based on pilot results. Engage stakeholders in iterative improvements, incorporating their suggestions and updating requirements.
7. Continuous optimization:
   Regularly review and adapt automated systems to ensure alignment with evolving business needs. Update success criteria in response to changing conditions and stakeholder needs.

Adopting an iterative approach minimizes risks, allows incremental implementation, and enables tailored solutions to organizational needs. Automation should be viewed as a continuous process rather than a one-time task. Applying the KAIZEN philosophy of gradual, continuous improvement enables systematic process enhancements and better outcomes over time.z

The significance of small time savings

Another frequent mistake is underestimating the benefits of automating seemingly minor process elements. Even small, repetitive tasks performed regularly can result in significant time losses over the long term, especially at scale. For example, if an employee spends 15 minutes daily on manual data entry, this amounts to approximately 60 hours annually for just one task. Scaling this across 10, 100, or 1,000 employees highlights the substantial time loss.

Automating even simple tasks can save valuable time, enabling teams to focus on more meaningful activities, such as:

• innovative projects - llocating time to creative problem-solving and developing innovative ideas;
• improved quality - using saved time to refine other areas, achieving better outcomes;
• professional growth - employees can use the time for skill enhancement and learning new competencies;
• increased motivation - eliminating tedious, repetitive tasks boosts employee satisfaction and engagement.

Small time savings accumulated over extended periods or across a larger scale can significantly enhance efficiency, company growth, and employee satisfaction. Each automated minute translates into tangible benefits over time.

Changing attitudes towards automation

A critical factor in successful automation is shifting the organization’s mindset. Instead of viewing automation as a one-off project, it should be approached as an ongoing process of improvement and optimization.

It’s essential for not only management but also - perhaps more importantly - employees at all levels to understand the benefits of automation and remain open to adopting new solutions. Regular meetings, training, and effective communication help foster a culture open to innovation and change.

Additionally, companies should encourage employees to propose automation ideas and reward initiatives in this area. Such an approach fosters engagement throughout the organization in the process of continuous improvement. Fear of automation should be transformed into an opportunity for growth. Employees should see automation as support, an additional tool, and leverage in their daily work.

The risks of not automating

In today’s highly competitive business environment, companies that fail to keep up with automation and digitization trends risk losing their market advantage. Competitors implementing modern solutions can optimize their operations, deliver better products and services, respond more quickly to market changes, and reduce operational costs.

The lack of automation can lead to several issues:

• lower efficiency - relying on manual labor for repetitive tasks decreases productivity and limits business growth potential;
• higher costs - long-term costs of hiring and maintaining staff for manual processes are typically higher than implementing automated systems;
• reduced competitiveness - slower processes, lower quality, and higher prices for products or services may result in losing customers to more innovative competitors;
• difficulty attracting talent - young, talented employees are more likely to prefer companies using modern technologies that offer opportunities for growth and development.

Therefore, it is crucial for companies to actively seek opportunities to optimize their business processes through automation.

Areas of automation

Automation can be applied in nearly every area of a company’s operations, from internal processes to customer interactions. Some examples include:

Internal processes

• Automating HR processes such as recruitment, onboarding, and time management.
• Automated resource and supply chain management systems.
• Automating financial processes like accounting, billing, and audits.
• Automated reporting systems and business data analysis.

Customer service

• Virtual assistants and chatbots to handle inquiries and solve basic problems.
• Automated order tracking and status updates.
• Automatically generating quotes and contracts based on customer preferences.
• Automated marketing campaigns and loyalty programs.

Production and logistics

• Automated production lines and quality control systems.
• Optimized route planning and shipment tracking in transportation.
• Predictive maintenance of machinery and equipment.

IT and cybersecurity

• Automating software and infrastructure deployment and configuration.
• Automated monitoring and responses to security threats.
• Automatic backups and data recovery.
• Automation of software testing and quality assurance.

These examples barely scratch the surface. The possibilities of automation are practically limitless and continuously evolve with technological advancements. The key lies in identifying areas where automation can provide the greatest benefits for a particular organization. Talking with those directly involved in specific processes often reveals automation opportunities. Additionally, conducting professional workshops can accelerate and enhance the efficiency of starting process automation.

Challenges of automation

While automation offers many benefits, it also comes with challenges that companies must be prepared to face:

Implementation costs

Implementing automated systems often requires significant initial investments in software, hardware, and employee training. However, long-term savings from automation generally outweigh these initial costs. This perspective should guide decisions about automating specific areas.

Employee resistance

Some employees may fear that automation threatens their jobs. It’s vital to communicate the benefits of automation, such as enabling them to focus on more valuable tasks and develop their skills. Providing proper training and support throughout the transition can help alleviate concerns.

Data security and privacy

Automated systems process and store large volumes of data, increasing the risk of security and privacy breaches. Companies must implement robust security measures, such as encryption, access control, and regular audits.

System integration

Automation often requires integrating multiple systems and platforms, which can pose technical and logistical challenges. Ensuring seamless communication between systems and standardizing processes is critical.

Maintenance and updates

Automated systems require regular maintenance, updates, and adaptations to evolving business requirements. Companies must allocate sufficient resources to manage these systems to ensure ongoing effectiveness.

Despite these challenges, the benefits of automation outweigh them when implemented thoughtfully and strategically, considering an organization’s specific needs.

Automation and the future of work

As technology advances and automation becomes more prevalent, the role of employees will evolve. While some tasks will be automated, new job opportunities will emerge in areas requiring uniquely human skills, such as creativity, analytical thinking, and interpersonal abilities.

Companies should invest in employee training and development to prepare them for new roles in an automated workplace. Examples of key areas where employees will play a crucial role include:

• managing and supervising automated systems: monitoring, optimizing, and making decisions about automated processes;
• data analysis and decision-making: interpreting data generated by automated systems to inform strategic business decisions;
• innovation and design: developing new products, services, and processes leveraging automation capabilities;
• customer service and human relations: building client relationships, negotiating, and managing interactions requiring interpersonal skills.

Automation doesn’t eliminate human labor—it transforms it. Companies that invest in skill development and foster an innovation-friendly environment will effectively harness the synergy of automation and human resources, securing their competitiveness and long-term success. Automation should be seen as a support tool in daily work, not as a replacement.

Summary

Business process automation is a key factor for success in today’s highly competitive market environment. It offers a range of benefits, such as increased efficiency, cost savings, consistent quality, and better customer service.

However, automation should not be treated as a one-time project but as a continuous process of improvement and optimization. The key to success lies in a gradual approach—starting with automating the simplest and most repetitive tasks and then iteratively expanding the scope to other areas.

It’s also important to consider the "magic of small numbers." What initially seems unprofitable to automate can, in the long term or at a larger scale, provide significant benefits. Automation should be viewed broadly and over extended time horizons, as the proper perspective is crucial.

Additionally, companies must change their attitude toward automation and encourage employees to suggest ideas for process optimization. Automation does not mean eliminating human work but transforming it to a higher level. Regular training and communication help build a culture open to innovation and change.

Although automation comes with challenges, such as implementation costs, employee resistance, and data security issues, the benefits far outweigh the drawbacks. Companies that fail to embrace automation risk losing their competitive edge to more innovative competitors. On the other hand, those that understand and harness the potential of automation will achieve higher efficiency, reduce operational costs, and provide better customer service - leading to increased profits, strengthened market position, and long-term success.