What is an automation system? Applications of automation in specific fields

Digital transformation and automation are among the most prominent trends for businesses in the market, aiming to optimize costs, enhance employee productivity, and more. In this article, let’s explore Automation Systems and the benefits that business process automation brings.

I. What is an Automation System?

In essence, an automation system is the use of technology to control various types of equipment and machinery without direct human intervention. Moreover, it can also involve encoding simple tasks to be performed automatically on the system to avoid wasting human resources.

To have an automation system, a business must implement Business Process Automation.

II. The Importance of a Business Process Automation System

1. Saves Employees’ Time

With the characteristics of automation, an automated process management system will support employees and managers in performing a series of simple, repetitive tasks that can be replaced by software technology, such as: storing documents, digital signing, and creating automatic reports through system features,…

A study shows that office workers spend 2.12 hours of their workday on administrative tasks such as searching for information, reviewing paperwork, and processing documents. Therefore, it can be affirmed that business process automation will be a tool to help businesses save working time.

See more: Automation Solutions – The Secret to Increasing Work Productivity Effectively

2. Automated Work Management Systems Help Reduce Operating Costs

According to research, organizations lose 20% – 30% of their revenue each year due to inefficient processes. Transitioning business processes from manual to automated will help businesses minimize errors caused by human actions. In fact, reducing operating costs through process automation has helped companies increase their profits by 8%.

3. Makes Business Processes More Efficient

When cumbersome tasks are handled by digital solutions, multiple processes can be processed simultaneously. Besides, having the system record your organization’s work execution process means you are “standardizing the process.” When a series of predefined steps are performed consistently, deviations are very unlikely to occur.

4. Managing Records and Paperwork Becomes Simpler and Easier

By implementing an automation system design, each implementation stage is always recorded on the system. This helps businesses:

• Track related documents, check old data
• Set up automatic work progress reports
• Check the work completion capability of each individual

5. Provides a Better Customer Experience

Automation helps services be delivered to customers faster and more accurately. In addition, having an automation system will make customer support much SIMPLER as you can easily retrieve their information instead of spending hours searching for paperwork.

As one of the latest trends in Vietnam’s tech scene for business management, what difficulties do businesses face when implementing Business Process Automation?

III. What to Consider When Building a Process Automation System?

For each different operating model, the mindset and requirements for an automation system also differ. However, when starting to build a business digitization model, the following issues will be the biggest barriers for organizations:

1. Compatibility and Cost of Applying Technology in Business

Depending on the model and age, a business will have its own process system. Therefore, when there is a need to apply automation in the business, managers will have to face whether any new system you implement will integrate well with your existing resources. And regardless of how the old and new systems interact, there will be actual monetary costs associated with combining the two systems.

2. Security

Applying technology to automate the operational process will help the organization work faster and more efficiently. But, on the other hand, the company also faces a series of issues regarding information vulnerabilities and security. To master the technology, it is most important that your business has personnel who understand the technology, the company’s processes, etc.

3. Integrating Infrastructure with the Technology System

Successfully developing your automation initiatives is impossible without a flexible, scalable infrastructure.

Similarly, integration and automation go hand in hand – any business process of a certain complexity is likely to touch multiple systems. That means the ability to seamlessly connect systems in your smart workflow is non-negotiable.

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

IV. Applications of Business Process Automation

1. Automation System to Support the Employee Onboarding Process

Manually collecting employee data is not secure and violates GDPR requirements. Therefore, businesses need to find a human resource management software that can help the organization handle all issues related to employee data and information. A specialized software can securely collect data, verify IDs, and share introductory documents about the business (working style, company culture, etc.). Once the identification phase is complete, contracts can be sent automatically and digitally signed. Finally, employment contracts and attached documents will be stored securely, easily accessible, and in compliance with GDPR.

According to research, using automation helps businesses save 76% of their time and 30% of their money.

2. Automation Systems in the Banking and Financial Services Industry

The Finance – Banking industry is one of the leading sectors in Digital Transformation, exemplified by applications like BIDV’s KYC technology,…

According to expert research, manual customer outreach accounts for about ⅕ of a bank’s base costs. Currently, some banks have automated their business processes by using KYC procedures such as: ID card verification, facial verification, biometric verification, etc.

3. Automation in Supporting Service/Product Consultation for Consumers

Manually responding to each customer ticket is time-consuming for employees, so automating business processes is essential right now. Business process automation allows you to create standard answers for common issues that can be automatically provided to customers based on keywords and phrases.

If you clearly understand your customers’ issues, you can reasonably automate more than half of your support ticket responses to improve the consumer’s product and service experience.

V. Building a Process Automation System with 1Office BPA

As a leading brand in business management platforms and a pioneer in digital transformation, the 1Office BPA Event will launch a business process automation solution. The event is organized with the participation of over 1000 CEOs, senior leaders, experts, etc. This is one of the most prominent events in the Vietnamese tech scene in 2022.

The BPA solution will bring many benefits to businesses, such as:

• A solution to standardize and digitize 100% of business processes, including the most complex ones
• Operate interconnected processes across all departments accurately and effectively
• Measure the effectiveness of each step in the process
• Enhance employee work performance and minimize errors
• Automate all operations in process management and execution
• Accurately assess employee capabilities 
• Enhance experience and promote internal communication

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.
• Work coordination is difficult and not smooth.
• 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 is delayed.
• Manual submission and approval procedures are time-consuming and wasteful.

The Importance of Process Automation in Business Management 4.0

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

Business Process Automation Solution

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

Register here to receive a special offer to experience the 1Office BPA Software: