More than 50% of the surveyed enterprises reported that they are already actively investing in production automation and the introduction of new software. They do this in order to increase the saving of valuable resources and optimize the company’s capacity. Solutions give them an advantage among competitors and affect the increase in profits. Let’s look at what automation of basic business processes is, and why it deserves the attention of managers of large and medium-sized enterprises.
Description of the process
Software affects the profitability of a business regardless of the scope of its development. With these solutions, you can increase the productivity of your organization and delegate simple tasks.
What kind of business can be made automatic
Integrated automation increases the profitability of the company. Software implementation depends on its size:
- For small businesses, it is a cloud–based or boxed solution.
- Medium-sized businesses integrate advanced IT solutions. They can work with two different data exchange services.
- Large organizations are developing several directions at the same time – a single system is being implemented, covering different services and departments.
Company executives often ask themselves which product to choose in the business process automation market. Signs indicating the need for implementation:
- increasing the number of routine tasks;
- scaling databases;
- difficulties in communication (both with clients and within the team);
- strong influence of processes on each other;
- failure to meet deadlines;
- introduction of control over compliance with norms and standards;
- the increase in the volume of tasks due to the expansion of the company;
- reducing the risk of errors.
If there are three signs, you need to implement a new system.
What processes can be automated?
- conducting financial transactions – accounting, account management, payment processing, accounting of income, expenses of the organization;
- sales management – data collection and analysis, sending letters, notifications, selection of offers;
- warehouse accounting management, production – procurement, inventory optimization in the warehouse, quality analysis, inspection of equipment in operation;
- marketing – sending out promotional offers, managing an advertising campaign;
- the work of the personnel department – remuneration, paperwork for hiring / firing, accounting of employees’ working hours;
- analytics and reporting system – planning transactions, reducing the risk of errors, and compiling informative reports.
If unexpected situations occur, automation will not give results. The same goes for data that is not structured.
Who is engaged in automation for business
A group of experts, called system integrators, designs and implements solutions. They provide comprehensive support at all stages.
Automation Tools
Replacing manual labor in all areas is considered a difficult task, but at the same time, IT technologies are a guarantee of business growth. Developers help to optimize different areas: from accounting to warehouse accounting.
Sales automation
With an increase in the customer base, managers have an additional burden. If you do not take active action, the efficiency of the department will begin to decrease dramatically. Automated tools allow you to avoid negative consequences. What are they aimed at:
- elimination of dependence on the human factor;
- the notification system will not let you miss an important event;
- building a sales funnel that affects the optimization of internal processes;
- quick response to requests, tracking the requests of the target audience.
Marketing Automation
The work of the automation department includes:
- simultaneous promotion of several channels;
- segmentation of the customer base, highlighting the preferences of each group;
- performance monitoring.
What business process automation tools are used in practice: chatbots, CRM, search engines for analytics, optimization.
Document management automation
The introduction of SED (electronic document management system) allows to optimize the introduction of paper documents. The software contains templates necessary for the execution of contracts and reports. The documents are digitally signed and stored in the database.
Automation of enterprise management
The purpose of the tools is considered to be transparency of all processes. Managers can track the status of the transaction and send recommendations to middle managers. The operational analytics option is convenient: reports on the work of the department are generated with a few clicks.
Warehouse and logistics automation
Technologies provide flexible management of warehouse flows. As a result, the goods will not linger, and the company significantly reduces potential losses. What are IT solutions used for:
- to forecast demand;
- to control the flow of goods;
- to ensure the transparency of the document flow.
What systems are used for automation
CRM systems
Thanks to them, it is possible to systematize the customer base using convenient electronic cards. Managers can keep track of their completion, before whom deadlines can be set. Higher-level managers can monitor the results of their work and make comments on customer interaction.
The functions of the system are:
- The ability to set and distribute tasks within the company. The resource generates an application after adding a new contact, appoints an employee who will be responsible for its execution. This takes into account the workload of the manager, the type of product or service that you need to work with, their cost, and the place of sale.
- Creating and sending reminders to the addressee about tasks and deadlines for their completion. Any action of the contractor affects the change in the status of the transaction. When the deadline comes to an end, a notification will be sent by mail or in the selected messenger.
- Regular updating of customer data. The manager does not re–enter the information – the system is able to perform this task automatically.
- Sending notifications to customers about how the work on their order is going.
- Analysis of the quality of employees’ work. The manager gets the opportunity to evaluate the work of each manager who is subordinate to him. He gets statistics: how many calls were made to customers, how many transactions were made.
It is recommended to introduce programs optimizing the company’s work to increase sales transparency.
ERP systems
This resource is recommended for use in large and medium-sized businesses. It is not necessary to purchase the entire system. You can use modules that help you meet your current needs.
What features does the system offer:
- management of any processes (cost accounting, production processes, finance and budget, sales, warehouse facilities, communication with customers);
- analysis of the work of different departments, employees;
- integration with other resources.
The system helps to simplify routine activities and increase productivity.
Chatbots
They increase the effectiveness of internal and external communication. The functionality depends on the client’s preferences. What can I do with chatbots:
- provide answers to basic customer questions, offloading the operator’s routine work;
- influence the improvement of the quality of service;
- initial processing of applications;
- assistance in staff selection;
- simplify communication within the organization;
- sending messages about corporate events;
- integration with other resources.
You can order the implementation of a chatbot from the developers of software solutions.
Services based on artificial intelligence (AI)
The software greatly simplifies work processes in production, trade, accounting and other industries.
AI allows you to:
- To improve the service sector. Technological resources can be used to automate communication processes and set up promotional mailings.
- Influence the effectiveness of the staff. Due to AI, routine tasks are automated. For example, you can simplify data entry. This will allow employees to spend their working time solving more important issues.
- Engage in management through the provided data analysis of information, statistics and analytics.
- Forecast of growth and decline in demand for a product or service.
- Preventing production downtime. AI allows you to predict the occurrence of hardware failures. The craftsmen can repair them in time.
The list of tasks provided is incomplete. The possibilities of AI are considered almost unlimited.
Services to improve the user experience and increase conversion
Their work is aimed at collecting information. This allows customers to offer a type of goods or services. Simplify the search for potential buyers.
How to measure automation efficiency
There is no universal formula for evaluating the use of car systems, so each company works according to its own indicators. The main thing is the absence of serious financial problems.
What can we expect:
- in the most optimistic scenario, the payback will occur in 1 year;
- with a more realistic approach, in 2 years;
- if the mood is pessimistic, or the systems are selected incorrectly, then the payback period will be limited to 3 years.
Payback depends on the goals of implementation and development, the price of resources, current turnover, so you can not focus only on these indicators.
Limitations
Automation methods are used in various fields, but there are areas in which they are powerless:
- Creativity and creativity. AI decisions are often made through analytical thinking.
- Customer interaction – collection of customer data and formation of personal offers.
- If the data is unstructured, then their analysis will be complicated.
- The complexity of some processes does not allow them to be automated. For example, data from forensic or medical examinations.
- Analysis of events that are difficult to predict. For example, the occurrence of emergency situations, crises, accidents.
Automation stages
How the system works:
- Process analysis.
- Development of the system design.
- Work on a specific program for the assigned tasks. Integration of successfully working tools.
- Testing to identify failures.
- Integration of the project into the system.
- Support – regular maintenance and software updates.
Examples of successful implementation
In different industries, you can give your own examples that serve as a marker for improving work efficiency.
In advertising
The developed software allows you to improve the process of managing advertising campaigns. The system allows you to manage your budget. It determines the effectiveness of advertising channels and guarantees the accuracy of analytics.
To work with clients
The system speeds up the processing of requests. This gives managers the opportunity to deal with more important tasks. The resource guarantees an even distribution of work between managers.
The cost of automation
The calculation of the price depends on various factors. We are talking about the scale of the project, the type of system, technologies, etc.
Possible causes of failures
There are cases when software implementation does not bring results. Let’s figure out together how this is explained.
Insufficient understanding of the processes
In order for the choice of tools to be as effective as possible, the company’s management must determine the tasks for automation at the development stage, Otherwise the money for the purchase of a resource will be wasted.
Wrong choice
The project will not be successfully implemented if the company’s managers choose the wrong tools. The costs will not be justified by the result.
Insufficient evaluation of systems
It is worth monitoring the migration of data between resources. Their violation worsens the operation of the software.
Resistance to implementation by users
To prevent this from happening, it is necessary to connect users to the use of software at the implementation stage, increasing the importance of the system. You can assign responsible persons.
Insufficient attention to data security
Information leaks are more likely to occur due to non-compliance with the rules for using the software. Because of this, the business as a whole suffers.
Unsuccessful project planning and management
The result of a project depends on a clear planning of its processes. Their violation leads to low efficiency.
The prospects
The introduction of automation gives an advantage over competitors. The resource will guarantee high productivity and quick response to changes taking place in the market.
Frequent questions
What advantages does automation give to companies?
There is a reduction in costs in the work of different departments of the company. Routine manual labor is automated. The company saves valuable resources and directs them to more important goals.
How does business process automation help you stand out from the competition?
This happens by increasing the efficiency of each employee’s work and improving communication.
