business process automation (BPA)

Business Process Automation – How To Increase Efficiency and Decrease Costs

In an age where efficiency and cost-effectiveness are not just desirable but essential, “Business Process Automation” (BPA) has emerged as a cornerstone for organisational success. The Forrester report projects that businesses in North America alone will splash out nearly £9.4 billion on automation technologies by 2023.

In the fast-paced digital landscape, businesses are in a race to catch up and set the pace for innovation and efficiency. With 71% of top-performing companies quick to adopt automation, it’s clear that Business Process Automation (BPA) is far from just a trend, it’s a business necessity.

There’s no denying the immense impact Business Process Automation (BPA) can have on scaling and streamlining tasks. This comprehensive guide delves into the strategic implementation of BPA to optimise your IT infrastructure and achieve unprecedented returns on investment (ROI).


What Is Business Process Automation?

Business Process Automation (BPA) is more than just automating individual tasks. It encompasses the automation of complex business processes and functions. By employing BPA, companies can achieve on average 30% reduction in time spent on repetitive tasks, enabling employees to focus on more value-added roles such as client relationships and strategic planning.

The economic benefits of BPA are remarkable. According to a McKinsey report, automation can save businesses $9 trillion in annual wages. With the right BPA tools, you can automate complex tasks that would usually require manual input, freeing up resources for more strategic efforts that can lead to higher ROI.

Interestingly, BPA doesn’t make human resources obsolete but rather refines their roles. By eliminating the burden of manual tasks, employees can pivot their focus towards innovation, strategy, and customer engagement areas that algorithms can’t yet dominate.


A Comprehensive Toolkit for Business Process Automation

In an age where business efficiency is paramount, the significance of Business Process Automation (BPA) tools cannot be overstated. These are specifically engineered to cater to diverse operational needs, offering scalable solutions that can transform the business landscape:

  • Data Entry: Automation tools specifically designed for data entry can drastically reduce manual input times, ensuring data consistency and accuracy. These tools often incorporate features that validate information, eliminating potential errors.
  • Document Handling: With document management systems, businesses can streamline the processes of storing, retrieving, and sharing documents. Features often include version control, access restrictions, and automated workflows that ensure smooth document approval and revision.
  • Customer Service Responses: Chatbots and AI-driven response systems can provide instant answers to frequently asked questions, book appointments, or direct clients to relevant human representatives, enhancing the client experience.
  • Order Fulfilment Procedures: BPA tools designed for order fulfilment can automate everything from inventory checks to dispatching products, ensuring timely deliveries and reducing human-induced errors.
  • Inventory Oversight: Inventory management systems can automate stock level checks and reordering processes and provide real-time updates on stock movement, thereby reducing the chances of stockouts or overstock situations.
  • Financial Accountabilities: Financial automation tools can streamline invoicing, payroll, expense tracking, and other financial tasks. This not only ensures accuracy but also aids in timely financial decision-making.
  • Human Resources Management: From recruitment to payroll to employee experience to engagement, HR automation tools can drastically reduce administrative overheads, ensuring smooth and efficient HR operations.


Strategic Imperatives: Implementing Business Process Automation to Decrease Costs

Business Process Automation (BPA) is not just a tool; it’s a strategic initiative that requires careful planning and execution. When aiming to decrease costs through BPA, several key strategies come to the forefront:

1. Process Analysis and Prioritisation

Begin by scrutinising your existing processes. Identify the most time-consuming, repetitive, and error-prone tasks that are also critical to your operations. Prioritise these processes for automation as they often hold the greatest potential for cost reduction. For instance, automating invoice processing can lead to significant cost savings by reducing manual effort and errors.

2. Cross-Departmental Collaboration

BPA is most effective when it transcends departmental silos. Establish cross-functional teams to collaborate on process automation initiatives. This fosters a holistic approach, streamlining end-to-end processes rather than isolated segments. Such collaboration can lead to a 30% reduction in handovers and a smoother flow of operations, as found by McKinsey.

3. Customisation and Integration

While many BPA tools offer out-of-the-box solutions, tailoring automation to your specific needs can yield exceptional results. Integrate BPA with your existing systems to create a unified workflow. For instance, integrating customer relationship management (CRM) systems with sales order processing can reduce data duplication and errors, cutting costs by up to 20%.

4. Change Management

Implementing BPA often requires a cultural shift. Communicate the benefits of automation to your workforce and provide comprehensive training. Address concerns about job displacement by emphasising that automation frees employees from mundane tasks, allowing them to focus on higher-value activities.

5. Continuous Monitoring and Optimisation

BPA is not a one-time implementation; it’s an ongoing journey. Regularly monitor automated processes for glitches and areas of improvement. Leverage data-driven insights to fine-tune automation and ensure optimal performance. According to studies, this iterative approach can result in a 25% reduction in operational costs within the first year.

6. Vendor and Tool Selection

Choose BPA tools and vendors that align with your long-term goals. Consider factors such as scalability, ease of use, and compatibility with your existing infrastructure. A well-chosen BPA solution can lead to a 15% decrease in implementation costs and a faster ROI.

The Path to Cost Efficiency

When approached strategically, business process automation is a powerful mechanism to slash costs while maintaining operational excellence. Organisations can automate tasks and drive transformative cost savings by analysing processes, fostering collaboration, customising solutions, managing change, and continuously optimising.


Key Areas for Implementing Business Process Automation

1- Operations

a) Efficiency Through Automation

According to recent studies, automating operations can lead to a 45% increase in customer satisfaction. This can include anything from automated inventory management to intelligent customer service bots that provide 24/7 support.

b) Reducing Overheads

The automation of operational processes also significantly reduces overheads. A well-implemented BPA system in operations can reduce lead times and related costs by nearly 20%.


2- Sales and Marketing

a) Automating Customer Outreach

A BPA system can revolutionise your customer outreach programmes. With an automated sales and marketing process, companies have reported a 19% average increase in revenue. Automated emails, customer segmentation and targeted advertising are all ways BPA can make your outreach efforts more efficient and effective.

b) Data-Driven Decision Making

By automating sales and marketing data collection and analysis, BPA allows for more data-driven decision-making. Real-time analytics and automated reports make it easier to adjust campaigns and strategies on the fly, leading to improved performance. For example, organizations that leverage web analytics dashboards to gain insights into their user behavior can significantly improve conversion rates


3- Client Onboarding

a) Streamlined Processes for Client Integration

A smooth client onboarding process not only makes a good first impression but also increases client retention rates. Studies have shown that the implementation of automated client onboarding processes can lead to a 16% average increase in client retention.

b) Compliance and Due Diligence

BPA can also automate the compliance and due diligence checks essential in many industries. With such systems in place, there’s a 50% reduction in the errors or omissions that could otherwise result in non-compliance issues or legal repercussions.


4- Software Development

a) The Pinnacle of Software Engineering

Software development stands to gain the most from BPA. From source code management to QA testing, automation can result in 25% higher quality products and a 22% reduction in time to market.

b) Continuous Integration/Continuous Deployment (CI/CD)

  • What and Why

Continuous Integration/Continuous Deployment (CI/CD) is a modern approach to software development that involves automating the steps from code creation to deployment. Implementing CI/CD pipelines through BPA can lead to a 20% decrease in manual validation efforts and a 15% increase in code quality.

  • Real-World Applications

Companies like Netflix and Amazon use CI/CD pipelines extensively. They achieve multiple deployments per day with minimal manual intervention. This level of efficiency is almost impossible without the use of BPA.


5- Testing and Quality Assurance

a) Enhancing Software Reliability

Automated testing tools are integral to any agile or DevOps environment. These tools can execute thousands of complex test cases during every test run, which is something manual tests can’t match. Consequently, BPA in testing leads to a 40% average reduction in testing times.

b) Cost-Savings

Automated tests may require an initial investment but provide long-term cost savings. Over time, the ROI is significant because automated tests can be run as often as needed without any additional cost.


6- Code Reviews and Monitoring

a) Speed and Precision

Automated code reviews are quicker and more accurate than their manual counterparts. Automation in this area captures about 95% of errors before they go into production, thereby saving both time and money.

b) Code Health

Automated code monitoring tools continually scan the codebase for issues that could potentially affect performance, scalability, or security. By catching these early, teams can maintain a healthier, more robust codebase.


7- Documentation

a) The Revolution of Automation in Documentation

Automated documentation signifies a revolution in organisational efficiency. As soon as alterations materialise in the codebase, corresponding modifications instantly get reflected in the relevant documents. Not only does this feature make manual updates redundant, but it also fosters unparalleled accuracy.

b) The Metrics that Matter

The quantifiable advantage? A drastic decline, to be exact 60%, in human errors. Once fraught with inaccuracies and inconsistencies, documentation suddenly becomes reliable and up-to-date.


8- Testing Metrics

a) Defect Density

One primary metric for automated testing is ‘defect density,’ calculated as the number of defects per line of code. Lower defect density indicates higher code quality, and automation often helps in reducing this metric by 25% on average.

b) Test Run Time

The ‘test run time’ is also a significant factor. Automation can often cut down the time it takes to run a suite of tests by as much as 50%, allowing for more frequent testing and quicker feedback loops.


9- Enhancing Code Quality and Maintenance

a) Error Detection Rates

Automated code reviews increase error detection rates before code makes it into production. Companies have noted an approximate 95% efficiency in error detection when automation is involved, as compared to manual code reviews.

b) Technical Debt Ratio

Another important metric is the ‘technical debt ratio,’ which measures the amount of refactoring required against new code. A lower ratio often indicates healthier code and automated code reviews can help maintain a low technical debt ratio by catching issues early.


10- Reporting

a) Turning Data into Insights: The New Norm

In the modern business environment, data stands as an omnipresent force. Yet, the crux lies not in collecting this data but in transmuting it into actionable insights. Automated reporting tools serve as the linchpin for this transformation.

b) Productive Strategising: No Longer a Buzzword

What makes these automated reports indispensable is their effect on strategic planning. They enable real-time decision-making capabilities. The numbers do not lie: Companies implementing automated reports witness an impressive surge of 35% in productive strategising time.

By instigating these automated features, your organisation does not merely upgrade its operational protocols but propels them into a realm of unprecedented efficiency and reliability. In this hyper-competitive landscape, such advantages prove crucial.

c) Summation: Automated, Insightful, Effective

Whether ensuring documentation accuracy or illuminating paths for decision-making, automation proves its mettle. No longer will your team squander hours, or even days, poring over spreadsheets or patching up outdated documents. The future beckons, and it looks streamlined, insightful, and, above all, automated.


Table: Automation in Software Development Metrics

Metric Statistical Benefits Impact Area
Speed of Deployment 20-30% improvement CI/CD
Failed Deployments 15% decrease CI/CD
Automated Testing Coverage 40% reduction in manual testing CI/CD
Defect Density 25% reduction Testing and Quality Assurance
Test Run Time 50% reduction Testing and Quality Assurance
Error Detection Rates 95% efficiency Code Reviews and Monitoring
Technical Debt Ratio Lower ratios, healthier code Code Reviews and Monitoring


The Evolutionary Path: What’s Next for Business Process Automation?

As the narrative of business process automation continues to unfold, it’s clear that the landscape is set for even more dynamic evolution. From the initial steps of simple automation to the integration of AI, where are we headed next? How can businesses get ready for this future view?

1. Autonomous Decision Making

While automation today requires human oversight at various junctures, the day isn’t far when these systems will be capable of Independent decision-making. Drawing insights from vast data lakes, BPA systems will predict, decide, and act without any human intervention, ensuring even higher efficiency and accuracy levels.

2. Hyper-Automation

The confluence of robotic process automation (RPA), machine learning, and advanced analytics will give birth to hyper-automation. This approach will not only automate tasks but will redefine them. In the crucible of hyper-automation, procedures will be reevaluated, revised, and recreated, offering levels of productivity that have never been seen before.

3. Democratised Automation

As automation tools become more user-friendly and accessible, the power of automation will shift from a select few to many. Without any specialised training, end-users will be able to design, implement, and modify automation processes per their unique requirements, bringing about a democratisation of automation.

4. Enhanced Customer Experience

Automation will no longer be confined to back-end processes. Customer-facing aspects, from onboarding to support, will see extensive automation integration. This will ensure faster response times, personalised user experiences, and higher customer satisfaction.

5. Ethical and Social Implications

As automation takes centre stage, there will be a pronounced dialogue on its ethical and social implications. Questions about job displacement, data privacy, and the moral responsibilities of autonomous systems will become central to the discourse. Organisations will need to approach automation with a balanced view, weighing its benefits against potential societal impacts.

6. Integration with the Internet of Things (IoT)

The proliferation of IoT devices will witness a deep integration with automation systems. Imagine a scenario where your supply chain is automatically adjusted based on real-time data from IoT sensors, or customer service bots address product issues by directly communicating with the product’s built-in systems. This integration will open doors to unimaginable efficiencies and business models.


Challenges in Business Process Automation: A Close Examination

While Business Process Automation (BPA) offers transformative benefits in enhancing efficiency and curbing costs, it’s not without its challenges. Businesses venturing into BPA need to be mindful of potential pitfalls that can arise during the integration and deployment of these solutions. Here are some commonly faced challenges:

  1. Complex Integration: Many businesses have legacy systems in place, and integrating new automation tools with these systems can be intricate and time-consuming. This can result in compatibility issues, leading to inefficiencies instead of streamlining processes.
  2. Employee Resistance: Automation can be viewed as a threat to job security, leading to employee resistance. This resistance can manifest as reluctance to learn new systems or even overt opposition to their implementation.
  3. Lack of Expertise: BPA requires a certain level of technical knowledge. Companies might struggle if they don’t have the necessary in-house expertise or if they choose tools that are overly complex for their team’s skill set.
  4. High Initial Costs: The investment required for state-of-the-art BPA tools can be substantial. While they offer long-term savings, the initial financial outlay can be daunting for some businesses.
  5. Over-automation: There’s a temptation to automate everything possible. However, not all processes benefit from automation. Over-automation can strip businesses of the personal touch in areas where it might be essential.
  6. Security Concerns: Introducing new systems invariably introduces new vulnerabilities. Cybersecurity becomes paramount with BPA, especially when customer data is involved. Ensuring that automated processes are secure from potential threats can be challenging.
  7. Maintaining Flexibility: While automation is about creating consistent, repeatable processes, businesses need to ensure they don’t become too rigid. It’s crucial to maintain a level of flexibility to adapt to changing circumstances.
  8. Setting Unrealistic Expectations: BPA is potent but not a magic wand. Businesses might face disappointments if they expect instantaneous results or overestimate the benefits of automation.
  9. Continuous Monitoring and Updates: Automation tools require regular updates and monitoring like any other software. This ongoing maintenance can be resource-intensive and may lead to downtime if not managed correctly.
  10. Data Overwhelm: BPA systems can generate vast amounts of data. Without the right systems to analyse and interpret this data, businesses can become overwhelmed, missing out on actionable insights.


Preparing for the Future

While the prospects of advanced business process automation are undoubtedly exciting, they also warrant preparation. Businesses need to:

  1. Invest in Skill Development: The landscape of job roles will change as automation takes a more central position. Investing in training is vital to ensure that your sales team is prepared for what’s coming. This will help in transitioning smoothly, ensuring your workforce has the skills necessary for the next phase.
  2. Stay Updated: Automation technology is always evolving. To stay competitive, companies must keep an eye on the latest developments, ensuring they are always at the forefront of innovation.
  3. Develop Ethical Frameworks: As machines start making decisions on their own, they risk straying from societal norms and values. It’s essential, therefore, to have clear ethical guidelines in place. This will ensure that automation benefits the company and is in line with societal expectations.
  4. Strengthen Cybersecurity: More automation means more digital processes and, consequently, more potential vulnerabilities. To protect against cyber threats, strengthening security measures will be crucial. As we rely more on machines, it becomes paramount to ensure they are safe from attacks.

While the horizon of automation promises many opportunities, navigating this journey with foresight, preparation, and a commitment to blending technology with human values is essential.


Concluding Thoughts

Business Process Automation is far more than a fleeting industry buzzword. It’s a business imperative. The application of BPA across various business functions, such as Operations, Sales and marketing, Client Onboarding, and especially Software Development, can lead to significantly reduced workloads, increased efficiency, lower costs, and higher ROI. With an average 30% reduction in costs and a 25% increase in productivity, BPA has proved its worth as an indispensable tool for success in today’s digital age.

The transformative power of business process automation is undeniable. In an era where agility and efficiency are the benchmarks of success, BPA emerges as a tool for operational optimisation and a strategic advantage.

Companies that invest in automation to embrace its changing landscape and seamlessly integrate it into their operations will experience instant benefits in terms of time and cost savings. Such companies will also position themselves for lasting success in a future that’s shaped by digital processes.

Zartis: Pioneering Business Process Automation Solutions

Zartis, with its dedication to cutting-edge solutions, recognises the paramount significance of business process automation in our ever-changing business world. Our array of services is crafted precisely for businesses aiming to harness the power of advanced BPA

Partnering with Zartis means you’re not just procuring a service. It’s an assurance of operational excellence, tangible cost reductions, and a futuristic vision. Explore Zartis’ comprehensive offerings and arrange a consultation today to propel your enterprise to the vanguard of automation transformation.

Leveraging Zartis’ expertise can redefine your business’s perspective on automation. With an established history of success and an unwavering commitment to excellence, Zartis stands out as your ideal companion in the BPA odyssey. Each solution we offer is moulded to the distinct requirements of their clients, guaranteeing bespoke and efficient results.

In a world rapidly moving towards automation, ensure your business isn’t lagging behind. Learn how Zartis can elevate your business, and connect with our seasoned professionals today for an immersive experience in business process automation.

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