We spend a large part of our workday doing repetitive and administrative tasks and we spend very little time generating innovative ideas that allow us to stand out from our competition. BPA or business automation can be very useful to generate value and become market leaders. If you want to know what BPA is and how to automate your business, keep reading!
What Is BPA?
In recent years we have witnessed an increase in competitiveness in the business world associated with the emergence of smart technology in business processes. For this reason, it becomes essential to include innovative tools that allow us to improve the performance of our organization and to be able to earn a stable niche in the market.
BPA (Business Process Automation) or Business Process Automation is one of the fastest-growing trends and now we will tell you why.
The goal of BPA is to automate the entire business, not just the IT department. For this reason, one of its great contributions is to simplify processes and workflows, so that we can eliminate repetitive processes and focus on tasks that provide greater value for the organization.
In order to implement this automation in the business, all companies must have something in mind: there are different options to do it. On the one hand, apply BPA as an independent strategy or incorporate it as a global strategy in the company to manage each and every one of the processes (BPM). I encourage you to read more about this blog here: Prompt Engineering: The Trendy Job Using AI
Ways To Automate Your Business
1. Culture Of Automation In The Company
One of the first ways you should start automating your business is to create a good automation culture in your organization. Employees may perceive automation as a threat since, in many cases, technology will be able to perform tasks that were previously carried out by workers, however, the main objective of BPA is to facilitate the day-to-day of employees, not to replace or remove them. the post.
For this reason, it is interesting to hold informative sessions on these processes so that all members of the company agree and we count on their cooperation.
2. Use Automation Tools
Automation tools, along with artificial intelligence, are the most common forms of BPA. There are multiple automation tools available on the market, but we want to explain what types of tools you will find.
You will have to choose them based on different variables: the process you want to automate, the level of coding or IT you need to use them, as well as whether they are BPA tools for general processes or cognitive tools, that is, artificial intelligence.
For example, different categories do not need coding such as project management, marketing, and social media. In fact, most organizations should focus on using tools where coding is not required, so that they can be used intuitively by all employees.
3. Promotes The Exchange Of Documents And Information
This form of automation must be implemented without a doubt if we want to be successful in our BPA. By sharing documents, we will be able to feed incomplete documents with data from other files and it will make our tasks even easier.
To do this, we must find a way to integrate them into a Business Intelligence platform that allows us to bring them together, take advantage of them and increase the efficiency of the company.
4. Artificial Intelligence And Machine Learning
Other common forms of BPA are Artificial Intelligence and machine learning.
For example, we use machine learning systems to analyze a large amount of data and learn from it. This information will help us find anomalies to correct or detect repeating patterns. In the case of companies that want to know the recurrence of their customers’ purchases, automatic learning systems are an excellent option, since they can help us create strategies to promote sales in periods in which we do not expect them to buy.
In addition, in this case, it is key to keep in mind that the more data we collect, the more precision we will have.
Finally, we must learn the main differences between Machine learning or automatic learning and Artificial Intelligence. Artificial Intelligence goes one step further. This, in addition to internal data, collects external information. In any case, both methods are highly recommended but we must identify which one best suits the needs of our organization.
5. Creation of processes
When creating processes, we must migrate all our data to commercial software. To do this, we must connect disparate information systems with tools like IFTTT or Zapier that will help us reduce the number of repetitive tasks.
6. Integration Of Devices And Applications
APIs (Application Programming Interfaces) are also a very common method used in automation. These serve as universal connectors that allow the software to be integrated. An example would be the tools that are used to synchronize any email on the devices you want.
7. Define Automation Goals
Finally, we want to emphasize the importance of setting GAP targets that allow us to advance and optimize our processes.
In order to achieve these goals, it is advisable to start with the simplest processes and gradually scale up the automation to the rest of the processes, until reaching the most complex ones. This will help us understand how BPA works and be able to improve at each step.
Advantages Of Using BPA
1. Cost Reduction
Performing BPA in-house is much cheaper than hiring a person to do repetitive tasks. In addition, process automation will help us generate economies of scale since we will increase our production capacity and contribute to achieving better margins that, ultimately, have an impact on profitability.
2 Increased Productivity
This point is key to understanding the value of automation. Employees, especially in small and medium-sized businesses, can focus their work on adding value beyond performing systematic tasks that do not generate any benefit. In this way, they will complete their tasks faster and with fewer errors.
3. Greater Visibility Of The Process
Once we start the automation process, we gradually enter each phase that composes it, for this reason, we can better understand how the workflow works and make the decision if there are steps that are not necessary or if it is necessary to include them. an intermediate step. In short: we will be able to improve procedures.
4. Increased Efficiency In Operations
Finally, different studies have shown that BPA reduces operating costs and that in the future it will generate great benefits for companies. If we reduce delivery times or use resources more efficiently, we will improve our performance and have more room to innovate.
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Benefits Of Business Process Automation
It is not least important when we set up a software robot – because it always does the same thing, every single time. It doesn’t change the process, and it doesn’t know about the little Quick Fixes there might be.
“The process of automating makes it necessary to focus on business processes, thereby making the company understand the processes in depth and breadth. It provides an overview, clarity, and transparency of the business processes that are desired to be digitized and automated, in addition to the possibility of delegating ownership of these to the employees,” says Jens Fuglsbjerg.
Of course, automation also has a long-term effect on companies. Because in addition to solving a current problem for the company, it also means that they gain better competitiveness and are better equipped to withstand the competition in the market.
“But it can also have a great impact on the employees and their satisfaction on the job,” points out Morten Andersen and continues:
“Because when the traditional and ‘boring’ tasks become automatic, it leaves tasks for the employees who bring their skills to better use, which gives greater job satisfaction.”
In times when it is difficult to attract employees, this is a very important parameter. The employees must be offered interesting tasks where they are challenged professionally.
This means that the employees will take greater responsibility for their tasks, and this gives more job satisfaction.
“Actually, we find that with greater job satisfaction, there is often a struggle to get tasks automated in the company.
The employees quickly find out that they will not lose their jobs, but that they will get more exciting tasks,” points out Morten Andersen.
15 Examples Of Business Process Automation (BPA)
Business Process Automation ( BPA ) allows organizations to optimize their critical processes and avoid having to manage several tasks for a single process. While Robotic Process Automation ( RPA ) uses software robots that perform individual tasks by mimicking human interaction, BPA technology takes a more holistic approach to improve efficiencies across the enterprise. The following are 15 examples of how organizations are using Business Process Automation to save time, and money, avoid errors, free people from manual tasks, and improve operations.
1. Automation Of File Transfers
With BPA you can integrate file transfers into larger workflows, made up of tasks like encrypting and decrypting files, or entering the information they contain into an ERP system.
2. User Provisioning Automation
When new staff are hired, they need to be provisioned across multiple apps, and each new employee will likely have different permission settings. BPA software can automate these HR processes and send all stakeholders notifications at every step.
3. Automation Of Generation And Sending Of Reports
Don’t settle for automating report generation – improve the efficiency of the entire process with capabilities for extracting information from PDF files or writing report data into an accounting system.
4. Automated Order Entry
Use Business Process Automation to automate your interactions with databases without writing a single line of code.
5. Email Automation
Automating your inbox allows you to automatically process email information quickly and efficiently. It also makes it easy to share files with tasks like uploading documents to SharePoint or emailing reports to stakeholders.
6. Automation Of Claims Processes
What used to require a lengthy manual process to close each month’s claims and had IT staff working late into the morning to finish the eight hours of work, is now done quickly and efficiently thanks to Process Automation. Business.
7. Automation Of Spreadsheets
Maintaining spreadsheets involves a great deal of manual work: entering data into various reports, copying and pasting numbers into a spreadsheet, or reformatting and manipulating Excel data. BPA can be used to automate spreadsheet processing without the need to program macros or code.
8. Automated Integration Of Business Applications
Companies use increasingly diverse and numerous applications, which is why many Business processes may involve several applications. BPA can easily unify them.
9. Automation Of Web Browser Tasks
If part of the process involves going to a website and clicking fields or retrieving information, Business Process Automation can do it faster and more efficiently.
10. Cloud Automation
Organizations are taking advantage of the cloud, but BPA software can help them even when cloud and on-premises applications are involved in their processes.
11. Terminal Emulation Automation
Integrate terminal emulation into your comprehensive Business Process Automation strategy and expand the potential tasks that can be automated. Tasks from legacy systems can be monitored from the same central location as all automated workflows.
12. Microsoft Application Automation
Whether it’s checking email in Outlook, typing text in a Word document, or updating an Excel spreadsheet, you probably spend a lot of time working with Microsoft applications. BPA can streamline processes involving Microsoft applications.
13. Automated Monitoring Of Log Events (Event Log)
Use Business Process Automation to monitor systems and event logs, automatically correcting system problems and process errors.
14. Automation Of Batch Processes
Using BPA for batch processing tasks can substantially reduce development time and costs, and makes automated tasks easier to maintain and manage.
15. Automated ERP Integration
BPA software can work directly with your ERP system to optimize those critical processes that need to send or receive information from your ERP.
Frequently Asked Questions (FAQ)
What Is A BPA In Business?
Business Process Automation ( BPA ) is a very broad term, which includes various types of automation software that have one thing in common: they help companies achieve goals that go far beyond the IT Department.
Gartner defines BPA as “ the automation of complex business functions and processes that go beyond conventional data collection and management activities that are usually carried out using advanced technologies. It focuses on a more “keeping the Business running” rather than “keeping the Business” kind of automation effort, and typically works with mission-critical business processes.
What Is A Business Process Automation BPA Example?
Instances of BPA comprise the induction of workers, procurement requisitions, provision of customer support, human resource procedures, advertising and sales, bookkeeping and financial management, inputting of data, and administration.
What Does Automate Business Processes Mean?
Automating business processes is primarily about automating or supporting the activities of people through the use of modern technologies.
Business process automation is closely related to business process digitization. Digitization can even be seen as part of automation because here too manual or analog procedures are being replaced by modern technology. More on this in the article on process digitization.
Overall, however, automating business processes is not about the purpose of automation itself. As a subfield of process management, their ultimate goal is to improve the core, support, and management processes in the organization.
How Does Business Process Automation Work?
BPA occurs whenever a company automates a process. In its simplest form, BPA is an integration-based solution that allows multiple applications to talk to each other. For example, with an integration platform as a service (iPaaS), you can stitch together virtually any app to streamline parts of a process.
At its most complex, BPA works with process management and artificial intelligence to extend automation beyond simple data queries. Gartner calls these platforms “intelligent” business process management software (iBPMs).
Organizations tend to only really look at efficiency when market pressures force them to. This is all the more incomprehensible given that the cost and complexity of automation technology have decreased in recent years, allowing companies of all sizes to use it even if the employees are not technically savvy or programmers. Anyone who moves information from one place to another can set up automation and thereby increase the efficiency of processes. BPA gives both small and large companies the opportunity to automate problematic or inefficient processes. reliability, availability, productivity,
Learn More About BPA: What Is It And How To Automate Your Business? From businessjohn