Automate your business with 5 basic steps

In fact, studies have shown that one-third of the tasks an employee performs can be automated. In an operational model, business automation can be applied to many operational stages such as: Sales, HR, product development, Logistics, etc. In this article, we will explore Business Process Automation and which software technology in Vietnam can help businesses implement BPA most effectively.

1. What is Business Automation?

Business automation, also known as Business Process Automation (BPA), is the application of technology to an operational model to perform recurring tasks or processes within an organization where manual effort can be replaced.

It is implemented to minimize costs, increase efficiency, and streamline processes. By digitizing and standardizing business processes, repetitive tasks can be eliminated.

2. Benefits of Business Automation

The general benefit of using BPA software in your business’s operating model is that it helps make your operational processes more efficient. According to Forrester – an American market research company focusing on the impact of technology on customers and the public, data shows that BPA can help businesses reduce their operating costs by 90%. Let’s consider some specific figures from financial experts’ research on how Business Automation helps businesses: 

• Accelerate business processes: 42% of leaders believe that business automation helps increase employee work performance.
• Standardize procedures, minimize errors: Business automation will help companies automate data entry, which not only reduces implementation time but also helps businesses and employees minimize unnecessary errors.
• Reduce time and labor costs: Surveys show that 78% of leaders believe employees can reduce their work by 60 hours/month thanks to business process automation.
• Increase team efficiency: 70% of leaders believe they can save 3 hours out of an 8-hour workday through process automation; half of the employees believe they can save 240 work hours a year by reducing repetitive tasks.
• Upgrade customer service: 40% of businesses say that on-time order delivery is a key factor in determining the customer experience. Therefore, an accurate and complete business automation model is necessary to enhance the consumer’s service experience.

See more: 1Office BPA – Business Process Automation Solution

3. Differentiating between BPA and RPA

3.1. BPA (Business Process Automation)

The purpose is to eliminate repetitive workflows to enhance efficiency and productivity. Business Process Automation does not focus on a single department or process, but rather looks at the organization as a whole to see which processes can be improved through automation.

BPA involves the end-to-end automation of a specific process or workflow. It also often involves building a solution from scratch, rather than adjusting and optimizing existing processes.

3.1. RPA (Robotic Process Automation)

Instead of trying to automate an entire workflow, RPA takes a task-oriented approach to business automation by eliminating an existing process or co-existing within current processes to execute them more efficiently.

RPA can be applied to various computer tasks to increase the speed and efficiency with which they are performed. Some use cases include: web browsing, payroll processing, document creation, request processing, membership renewals, etc.

You might be interested in: Everything about automation technology software in business

4. Difficulties when businesses have not automated their processes

Along with the rapid, “storm-like” development of technology, barriers and difficulties also arise for businesses when applying automation. Surely, your business is also facing the following process-related issues:

• Lack of an effective business operating process.
• Processes exist on paper, but there are no tools to manage operations and monitor progress.
• Processes have been digitized but their operation has not been automated.

Leading to a series of consecutive difficulties:

• Employees forget or miss tasks due to a lack of warning tools.
• Lack of smooth coordination, personnel blaming each other.
• Inability to accurately assess employee work performance.
• Unable to track which step the process is at or if it’s delayed.
• Generates redundant work, wasting unnecessary time.
• No basis for improving and optimizing operations.

5. 5 steps to effectively automate business workflows

In the strong boom of the Industry 4.0 trend, applying technology to operational aspects brings great value to businesses. For a business to successfully operate with an automation model, you can follow these 5 steps:

5.1. Simplify the process

Simplifying the process means analyzing the entire workflow of all departments to eliminate unnecessary steps. The purpose of this is to design a specific, simple, and most optimal business management process so that any employee can access and perform the steps in the workflow well.

5.2. Systematize

After building the workflow, your task is to integrate it into the business model. At this point, a clearly systematized machine will be the second task you need to build. To clearly channel the workflow, leaders need to coordinate with department heads to clearly define the scope and responsibilities of each department.

The benefit of systematizing the business operation process is ensuring compliance with the workflow and easily identifying the causes of operational errors.

5.3. Optimize

To succeed in the automation process, there must be cooperation and serious implementation of the workflow throughout the entire enterprise. You need to regularly monitor and evaluate employee compliance. Any individuals who do not follow or disrupt the process must be corrected or removed immediately.

5.4. Automate operations

After completing the process optimization step, your business is now ready for automation. Applying business management software or automated machinery is the practical solution for businesses to maximally automate their operational processes.

Technology is the mandatory factor when a business transitions to automation. Here, HRM human resource management solutions, CRM customer relationship management, and workflow management software are the issues you need to find ways to apply.

5..5. Expand the scope

After applying automation, the organization needs to develop it on a larger scale. This is the factor that helps you build a unified workflow throughout the entire enterprise so that personnel can easily access it and coordinate closely with each other.

6. How to choose the right BPA technology

There is a lot of management software on the market today that helps businesses automate processes. However, designing an automation system that is suitable for the business is an extremely important factor. Some key factors that automation companies should consider when wanting to implement BPA:

• Suitable for the users: Employees and managers are the main people using the business’s system. Therefore, the wants and needs of the users must be clearly identified.
• Has software integrated on phones: The machinery and equipment automation system should be able to support use on mobile devices for its flexibility and convenience. There should be an application with a structure designed specifically for mobile.
• Flexible deployment: Thanks to cloud data integration, the business’s operational processes will run more efficiently because it is connected to the business’s initial system data.
• Connect with past data: Business automation must be connected to the business’s previous data, and processes need to access data in your system and internal databases. Ensure that the organization’s new automation model connects with SQL databases, Active Directory, and other core software deployed in the organization.

7. Effective business automation solution with 1Office BPA

As a leading enterprise in total business management solutions, 1Office has launched the product 1Office BPA – Business Process Automation (Business Process Automation Solution). This event is organized to help businesses improve and completely eliminate the problems that still exist in traditional management methods, bringing valuable knowledge and establishing a digital transformation mindset for senior business leaders. We want to help businesses successfully apply automation and build faster, more sustainable development strategies.

1Office BPA Solution – Automate 90% of business processes

Difficulties when businesses do not standardize processes

• Employees forget or miss tasks due to a lack of warning tools.
• Difficult and uncoordinated work collaboration.
• Inability to accurately assess employee work performance.
• Inability to accurately assess employee work performance.
• Unable to track which step the process is at or if it’s delayed.
• Manual submission and approval procedures are time-consuming and wasteful.

The importance of process automation in Industry 4.0 business management

• Standardization: Standardize and measure accurately to facilitate continuous improvement.
• Multitasking: Easily combine multiple tasks for execution across various departments.
• Experience: Enhance the employee experience to promote internal communication.
• Error Reduction: Minimize errors and forgotten tasks; employees know exactly what their duties are.
• Savings: Save time and improve productivity.
• Fairness: Ensure transparency, evaluate the right person for the right job, and avoid blame-shifting.

Business Process Automation Solution

• Standardize and digitize 100% of your business processes, including the most complex ones
• Operate interconnected processes between all departments accurately and effectively
• Measure the efficiency of each step in the process, helping the business to optimize it
• Digitally sign anytime, anywhere, on any device in just 20 seconds
• Automate all operations in process management and execution

Register here to receive a trial offer for the 1Office BPA Software: