Operations automation used to be a solution reserved for large companies, requiring the assistance of an IT department or IT development skills. Today, the emergence of new software has made it possible for even non-technical SMEs to use these tools, thanks to their intuitiveness and pricing model.
All companies now have the means to digitalize their processes, thanks to guided experiences and automation to eliminate operational sub-optimizations. This transformation offers numerous benefits, such as improved efficiency, working comfort, compliance with instructions and improved margins.
In this article, we’ll tell you everything you need to know about operations automation. We’ll also look at how you can easily get to grips with automation software. And get your business up and running fast.
What is operations automation?
Definition of operations automation
Operations without automation
teams and allocations are manual.
Operations automation
software, and allocations are made automatically.
Operations automation is a method aimed at improving a process and removing all the chaos associated with this activity. For example, it is necessary to seek to eliminate multiple entries, tedious tasks, complex searches for information, the use of multiple repetitive Excel spreadsheets, and frictions linked to collaboration.
This method is often supported by dedicated software that makes your process actionable by creating :
- Guided experiments for non-automated tasks
- Automated tasks to free your teams from non-value-added activities.
The illustration above shows three ways of streamlining and homogenizing operations:
- This solution is a good communication tool, but is not very durable over time, due to its lack of ergonomics, updating difficulties and the multiple versions that can co-exist. To find out more, click here.
- The second is the digitization of operations via workflow software, which creates a guided, comfortable experience for employees as they carry out their tasks. They push the right task and the right information, at the right time, to the right person and without unnecessary clicks. In fact, they integrate basic automations for displaying previously entered data, as well as automated assignments and notifications.
- Thirdly, in addition to the above-mentioned functionalities, some logiceils enable you to connect your existing tools such as ERP, CRM, HRIS…. These integrations enable you to display data from your software directly in a workflow, and to create or modify data in your software.
The benefits of using operations automation software
Process optimization
Operations automation eliminates and automates tedious, non-value-added manual tasks. Gone are the days of multiple entries and the errors associated with the use of convoluted software. The result is greater team efficiency and faster turnaround times.
Best collaboration
These tools simplify collaboration. The sequence of tasks between players is more dynamic. The climate is improved thanks to more flexible communication and automated assignment. Workplace comfort is enhanced, leading to greater team satisfaction.
Traceability and tracking
You can set up a range of measurement systems to track performance indicators, deadlines and the progress of different files or deals. The process becomes transparent, controls are automated and a problem is quickly identified.
Quality data and information
It’s easier for employees to fill in the information correctly. Automations also help avoid errors. Information retrieval is also simplified. Processes are consistent. Data is compliant, accurate and consistent.
Digitalization and automation
Operations automation is a good way for SMEs to take advantage of digital technology, by making it easier for employees to manage change. Automations bring direct financial benefits, and help to finance what’s to come.
Always up-to-date and easy to modify
All operations are documented and computerized. It’s always up to date, because there’s only one version, the one used daily by the teams. If the process needs to be changed for various reasons, it’s done in a few clicks, without having to redevelop and redeploy everything to the teams.
5 examples of operations automation
Automation doesn’t necessarily mean a sequence of 100% automated tasks; it also includes human interventions such as data entry, approval circuits and collaboration.
Example 1 – Automating purchasing approvals
Automating the purchasing approval process reduces approval times and avoids the chaos of a communication process consisting of e-mails, telephone calls and sometimes paper documents. Automation also provides better visibility of all expenses incurred, and makes it easier to comply with compliance rules. By eliminating tedious manual tasks such as data re-entry or complex information searches, teams can concentrate on higher value-added activities.
Example 2 – Automating incident management
The automation of intervention processing operations increases efficiency through improved resource planning, real-time progress monitoring and customer satisfaction. In addition, the dematerialization of intervention reports and their centralization in a single platform facilitate the analysis of historical data. By automating administrative tasks such as creating work orders, updating schedules or sending notifications, teams can devote more time to the work themselves, and to resolving complex technical problems.
Example 3 – Automating supplier invoice management operations
Automation of the validation circuit ensures perfect traceability of operations, while guaranteeing compliance with internal procedures, notably through the systematic application of control rules and authorization thresholds defined by the company. The centralization of invoices on a single platform, coupled with automatic extraction of key data, provides a consolidated view of financial commitments and facilitates accounting closing operations. Teams are freed from non-value-added tasks, and errors are eliminated.
Example 4 – Automating expense report entries
Digitizing supplier invoices reduces errors and speeds up processing. Automation guarantees compliance with validation procedures. The centralization and standardization of practices results in productivity gains and improved financial monitoring and productivity.
Example 5 – Managing automated administrative requests
The automation of administrative requests offers customers real-time tracking of their requests. Task allocation is automated, increasing efficiency and speeding up processing times. Finally, a centralized system enhances service quality and customer satisfaction, while improving staff comfort.
What are the main functionalities of operations automation software?
The digital transformation of SMEs requires high-performance, easy-to-use tools to manage processes. Here are the main features of operations automation software.
100% customized formatting
Software customization, without having to write a single line of code, is very important. Teams can now design their own processing circuits without the need for developers.
Player management
Modern process automation platforms automatically orchestrate the distribution of tasks between the various players, while precisely defining their scope of intervention.
Branch creation, conditions
Process intelligence manifests itself in the ability to create sophisticated conditional paths. Depending on the different segmentation elements of your process, different paths are possible.
Path reunification
Files can follow different paths according to specific criteria, with the possibility of converging these paths when necessary to maintain overall consistency.
Iterative loop creation
Operational flexibility is guaranteed by the ability to create iterative loops. Users can go back to previous steps to make changes, thus ensuring processing quality.
Automatic resumption of entries
Optimized data entry saves valuable time. Information captured at one stage can be automatically reused at a later date, eliminating tedious double entry.
Form designer
The design of input interfaces takes center stage, with forms accounting for the majority of user interaction. A sophisticated editor is used to create ergonomically adapted interfaces.
Flexible flexible
Data management offers architectural flexibility. Companies can choose to centralize their data in the solution or maintain the information in their existing systems such as ERP, CRM…
Integration and automation
Interconnection with your existing software multiplies added value. Automating repetitive tasks and leveraging data from different systems inevitably makes the process more productive.
How do you quickly master operations automation?
Today, it’s easier than ever for SMEs to automate their operations. In the past, software was not yet ergonomic enough, and still required IT development skills, not to mention software costs that were too high for SMEs. Now it’s a totally different story: software publishers have designed tools that enable any business collaborator to create automations without writing a single line of code and without an IT department. What’s more, pricing models have changed, allowing access to this software without breaking the bank. The Lapala platform is proof of this.
In this section, we’ll show you a quick and easy way to automate operations using Lapala.
Step 1 – Identify the steps in the operation to be automated
Operations are simply processes, i.e. a sequence of consecutive tasks, individual or collective, linear or subject to conditions. The first step is to list all the parameters: tasks, actors, conditions, data to be collected, tools and software used…
In addition, it can be useful to identify problems and sub-optimizations in the current process, so as not to have to repeat them when automating operations.
It may also be a good idea to carry out this exercise with key operational staff, to make sure you haven’t forgotten anything, or to gather new requirements.
Step 2 – Choose an automation software package and build your process on the designer
In no-code, without having to write a single line of code, you can start by building the process structure. Box by box, task by task, you’ll model your operations in a 100% customized way.
Follow these tips for greater efficiency:
- One step = one task; if there are several tasks, then there are several steps.
- Start by building the workflow in its entirety for the most frequent cases, then move on to the different scenarios.
- Finally, select the right actors.
Step 3 – Create the guided experience and automations for each task
You can create a guided experience for your collaborators from the editing interface for each step. In the example, for the “Qualify request” step, we can find various elements, including the automatic re-display of previously entered data.
You’ll also need to set automation parameters for the conditions, allocation and use of data entered. You can also connect your existing software to display information and create or update data in your CRM, ERP, HRIS…
Step 4 – Test with your teams and adjust your digital workflow
Experimentation is an important step before the final deployment of automated operations. Modern software such as Lapala enables business teams to make the necessary adjustments themselves, thanks to its intuitive interfaces requiring no technical skills in IT development.
Once deployed, it is essential to put in place systems to measure user satisfaction, so as to be able to continuously improve operations.
How to choose the right operations automation software
To choose the right software, we advise you to evaluate each of these points:
- Covering your functional needs
- Price and potential return on investment
- Connection with your existing software (CRM, ERP, HRIS, etc.)
- Ergonomics and ease of use
- Autonomous software administration
The difference between BPA Business Process Automation and Worklfow automation
When it comes to software and technology, there are many different ways of calling things. Experts in the field have defined perimeters and names, but these are becoming obsolete. Indeed, even if workflow digitization software, BPA Business Process Automation software or automation software all had their own specificities, they now tend to group together the same functionalities.
For example, Lapala software offers all these functions in a single tool. You can both digitize workflows and integrate automation into the process. The important thing to remember is not the name of the tool you’ll be using, but rather that the software is adapted to your needs, easy to learn and within your budget.
You know all about operations automation! Now it’s your turn!
Leave a Reply