Companies automation consists in letting computer systems do a maximum of repetitive and little value-added tasks instead of human resources. The aim is to improve the productivity, reduce the costs, reduce formalities and enable teams to have time to focus on value-added tasks like customer relation or the follow-up of complex situations.
This is a subsection of a wider discipline: the management of business processes. This involves the management of complex organizational processes by combining various methods.
Automation helps companies simplify the progression of complicated tasks. However, it also helps reducing costs, making information transfer smoother, putting in order the different processes, monitoring the progression in real time and granting ressources with relevance.
In the long term, the advantages of using automation tools are an improvement of efficiency, stability and productivity. At first, small and medium-sized businesses were mostly remote from artificial intelligence or automation presages. Indeed, they had a too low purchasing power for these expensive systems. However, the situation has largely evolved and today, the majority of automation systems are accessible for small business. Repetitive tasks can now be done by themselves without any other effort.
Process automation has numerous advantages. Here we gathered the 5 main reasons to implement an automation system when you are a small or medium-sized business :
1. Standardizing communication systems
Intern communication in a company is one of the key factors which enables success and coordination for any task.
Indeed, emails, post-it and conversations near the coffee machine are good ways to communicate about the tasks to be performed but they are catastrophic for the organized collaboration. An automatized flow of work will enable your teams to gather around individual components in a production system and to do some tasks on a simple and organized way. The automation software presents visual and intuitive overviews which enable to get to all of your demands in no time at all while making the management easier. In addition, an automation system allows an access to the history and a well organized database. It therefore helps to deal with problems linked to colleagues turnover and also with the collaboration in a complicated project.
2. Reinforcing the responsibility thanks to the transparency of intern information
When you automate your workflow, you name a leader at each step of the process. Indeed, each step is linked to a person who has responsibility to perform one or several actions. Establishing this level of information transparency in your organization strengthens the accountability of all parts. Consequently, automation use in your company will allow you to identify the more tedious tasks, to analyse at what time a task tends to be immobilized (freeze effect), and, finally, understand its causes to be able to optimize it in return. Automation tool can become an intelligent tool of prediction. It will enable you to take enlightened decisions thanks to data. You will therefore be able to solve blockades, to implement better processes and to balance workload.
3. Minimizing the costs, mistakes and oversight with automation
Substituting human vulnerability to a machine precision avoids you high costs linked to both mistakes and lacks of efficiency. Late payment, slowness of sale and payment approval for goods not received are mistakes which all very expensive.
Automation also enables to save a lot of workforce costs in the back office. So, an automatized system enables your employees to stop making manual payment reminder and allows them to focus on disagreement linked to late payments for example.
4. Keeping an overview on your operational process
Not only an automation tool enables you to see the state of an “individual” object, but also it gives you an overview of your system. Imagine what you could do with several months of data coming from an automatized system. Thanks to an automatized workflow tool you can follow the number of rejected demands, the time dedicated to a task, the longest tasks, etc…allowing you to optimize each process in order to make them as productive as possible.
5. Simplifying the approval of taken actions
Automation systems enable a personalized support of each of your employees but also the implementation of a clear and simplified process of the actions to be performed. Your tool will enable you an explicit establishment of the roles of everyone and an optimal gestion of the hierarchy. Consequently, these systems enable to automate the process of approval and finally to accelerate the decision making. One of the strength of automation will also be to clarify the communication between the different parts and thus to optimize the time dedicated to each process.
The world in which we are evolving is yet an automatized world. Currently we perceive the astronomic benefits of a judicious implementation of these solutions. Automation systems available for small and medium-sized business represent a return on investment with an exponential development. Indeed, it leads to important benefits especially from an organizational and financial point of view.
However, some capacities such as creativity and emotional intelligence are essential for the right development of your company and are very difficult to automate. The time that workers spend on activities with a high added value only stand for 40% of their daily tasks. Furthermore, only 4% of the American economy activities need creativity at high level of performance and thus human faculties.
So, what is the point of focusing on long and tedious tasks when you can automate them ?
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