Implementing business process automation (BPA) can yield numerous advantages, such as heightened efficiency, boosted productivity, and enhanced process consistency. However, not all processes are suitable for automation, and BPA endeavors may encounter obstacles. Therefore, it is crucial to adopt recommended approaches when selecting, strategizing, and executing BPA initiatives. Incorporating the following best practices aids organizations in identifying appropriate targets, increasing success rates, and maximizing benefits.

Business process automation defined

BPA refers to the use of technology to streamline and automate various repetitive and manual tasks and processes within an organization. It involves leveraging software applications, robotic process automation (RPA), artificial intelligence (AI), and other digital tools to optimize and manage business processes, workflows, and operations.

While exploring the possibilities that can come from automation, it is crucial to remember that the goal of incorporating the right tools is to reduce human error and the need for manual intervention. By automating routine tasks and standardized tasks, organizations can free up employees’ time and resources to focus on more strategic and value-added activities.

Breaking down business process automation

Business process automation can be applied to a wide range of functions and processes across different departments within an organization. As companies grow, they often find greater benefits that arise from the addition of BPA, such as:

Cost savings

It is typically more cost effective to automate tasks when it is possible to do so.

Time savings

BPA liberates employees’ time, enabling them to direct their efforts towards more important tasks that demand problem-solving skills, generating ideas, and nurturing customer relationships. By automating mundane and repetitive activities, BPA empowers a company’s workforce to engage in more valuable and strategic endeavors.

Standardization of processes

Large enterprises often find it difficult to train thousands of employees to do things as expected because of a lack of standardization across the organization as a whole. BPA helps create uniformity across multiple locations and departments.

Consistency over time

Manual processes can often take days, weeks, or even months, while BPA can achieve the same results in a fraction of the time and achieve more consistency and fewer errors as time goes by.

Minimized errors

Emphasizing the point above, automation inherently produces fewer errors.

Enhanced data tracking

With the use of software, organizations have a data trail, so they can see exactly what happened if something needs to be reviewed. This is helpful for auditing purposes as well as obtaining business insights for future forecasting.

Improved transparency and accountability

Enhanced data tracking capabilities can also improve transparency within a company, benefiting leaders and other stakeholders. This heightened visibility fosters greater accountability and serves as a deterrent against fraudulent activities, as individuals are less inclined to engage in inappropriate behavior when they are aware that managers have easy access to detailed records of every financial transaction.

Ten best practices to automate a company’s business processes

To ensure the utmost effectiveness of BPA initiatives, companies should adhere to best practices throughout the entire project lifecycle, encompassing planning, implementation, and training. Adopting a systematic approach is crucial, starting with a meticulous identification of processes suitable for automation, prioritizing tasks accordingly, and assessing the potential impact on interconnected processes and the organization as a whole. During the implementation phase, leveraging enterprise resource planning (ERP) software can facilitate comprehensive process automation across the entire company.

1. Identify and prioritize processes

   Begin by identifying the processes that would benefit the most from automation and prioritize them based on their potential impact and feasibility.

2. Streamline processes

   Before automation, analyze and optimize existing processes to remove inefficiencies and unnecessary steps. Simplify and standardize where possible.

3. Set clear goals

   Define specific objectives and desired outcomes for each automated process. This will help measure success and guide implementation.

4. Choose the right technology

   Select automation tools and technologies that align with the organization’s needs and requirements. Consider factors such as scalability, integration capabilities, and ease of use.

5. Involve stakeholders

   Engage key stakeholders, including process owners and end users in the automation planning and implementation process. Their insights and feedback are valuable for successful adoption.

6. Pilot test

   Before deploying automation at scale, conduct pilot tests to validate the effectiveness of the automated process. Use the feedback to fine tune the automation and make necessary adjustments.

7. Integrate with existing systems

   Ensure seamless integration between automated processes and existing systems or software applications by following your chosen vendor’s best practices and guidance, leaning on their experience to proactively identify potential obstacles before they become problems. This will also allow for a smooth flow of data and help avoid information silos.

8. Check in on security and compliance

   Consider security measures to protect sensitive data during the automation process. Ensure compliance with relevant regulations and industry standards.

9. Focus on user training and change management

   Provide comprehensive training and support to employees who will interact with the automated processes. Implement change management strategies to facilitate the adoption and address any resistance immediately to ensure employees feel heard and seen.

10. Seek out continuous improvement

    Monitor and evaluate the automated processes regularly. Gather feedback, measure performance, and identify areas for further optimization. Continuous improvement ensures that automation remains aligned with evolving business needs.

How Citrin Cooperman supports business process automation

Business process automation offers immense potential for organizations seeking to optimize their operations, enhance efficiency, and drive growth. By following best practices and leveraging the right technologies, businesses can unlock numerous benefits.

Implementing innovative solutions like NetSuite, an enterprise resource planning (ERP) software which includes built-in automation capabilities, can help organizations save time and money, reduce errors, improve consistency and better track activities.

With extensive knowledge and experience, Citrin Cooperman’s Digital Services Practice can assist your business in identifying and automating key processes, integrating automation technologies seamlessly, and providing ongoing support and optimization. To learn more about how our team can help your company harness the power of business process automation to achieve your goals, reach out to your Citrin Cooperman advisor or Maria Hammadi at sales@citrincooperman.com.