Why Automate Business Processes?

The best way to smoothly transition from an as-is business to a to-be business process is by integrating automation in business operations.

Although some may argue that not all business areas require automation, some processes are better done manually. This is true, but it is essential to point out that globalization is now more driven by technology, especially when delivering a service/product faster to a customer. Hence, automation might be the best solution for businesses.

Before going into the topic, let’s briefly examine business processes and the ‘as-is business’ and ‘to-be business’ processes.

What is a Business Process?

This can be defined as the steps required to achieve specific business goals. I think I find this definition by Indeed more interesting;

Business processes are procedures developed from a sequence of steps to achieve goals. Each step represents a specific assigned task. Business process workflows may involve people, materials, equipment, and other elements needed for a department or individual to meet established goals.

Workflows represent steps involved in completing a task, from the start to the end.

What are ‘as-is’ and ‘to-be’ business processes?

These concepts are both critical when identifying ways to improve business processes.

As-is business: The current state of the business without any improvement. It identifies all the processes involved in delivering the service/product to customers.

To-be business: This is the state the business wants to get to. It is more of a prediction or goal of a company.

When introducing automation to a business process, it is important to first look at the ‘as-is business process, understand the ‘to-be business,’ and then identify the areas for improvements to get an efficient result.

An Example of How to Suggest Automation Into a Grocery Shopping Experience (Using a Business Process Model and Notation (BPMN) Diagram)

As-is Business Workflow Diagram

In this process, a shopper must visit the store before getting an item. It represents the conventional shopping experience offered by most retail stores. Automation is only applied here when the Cashier scans the items and prepares the invoice.

The key participants and order process involved in the manual process.

The Manual Order Process flow

Automation Suggestion Workflow Diagram

In this diagram, the automation has been implemented by providing a website for shoppers rather than physically visiting the store. The order process is entirely online, and shopper will get the items delivered to their preferred location. This provides a better experience compared to the “as-is business” experience.

The key participants and order process involved in the automated process

The Automated Order Process flow

The Image below is a summary of the changes made to support the retail store in achieving its ‘to-be’ business objectives;

Improvements made

You can also click here for a clearer view of the diagrams.

What Businesses Should Consider When Automating Processes

• Identifying processes suitable for automation: Focus on repetitive, time-consuming tasks prone to errors.
• Investing in automation tools and technologies: Choose solutions that align with the business’s needs and budget.
• Training employees on how to use the new tools and processes: Ensure a smooth transition and maximize the benefits of automation.

7 Reasons to Automate Business Processes

Below are seven good reasons it is important to automate business processes;

1. Increases Productivity: Unlike automation, manual processes can be slow and prone to errors, affecting the output quality. This is why automating tasks that often take longer to complete is necessary.
2. Saves production costs: Automation helps save costs by ensuring tasks are done faster, leading to more output, faster delivery, and customer feedback. One other interesting thing to note is that automation can help identify and correct production errors at the early stage since the process is faster.
3. Improves Scalability: Manual processes are often not easily scalable as the business grows. This can hinder expansion plans and make it challenging to handle increased workloads without proportionally increasing the workforce.
4. Competitive Advantage: Businesses that embrace automation can often streamline their operations, reduce costs, and improve the quality of their products or services. This can give them a competitive advantage over those still relying on manual processes.
5. Improved Employee Morale: Automating repetitive manual processes can boost employees’ morale and help them focus on more engaging and fulfilling work, unlike repetitive manual tasks that can lead to decreased morale and potentially lower turnover rates.
6. Improved Customer Experience: Fast and error-free automation processes can positively impact the customer experience. Fast order processing, accurate information, high responsiveness, etc., can lead to customer satisfaction and business growth.
7. Business Opportunities: Automation can enable businesses to gather and analyze data more effectively, providing valuable insights to drive decision-making and identify new opportunities. Without automation, companies may miss out on these insights and potential growth avenues.

Automation is a great business strategy to improve productivity, customer service, and competitiveness. It is essential for innovative and long-term growth in today’s fast-paced world.

I hope you found this insightful. Thank you for reading!