Business Process Automation: Challenges and RPA Implementation

Business process automation is the goal of an increasing number of entrepreneurs. Statistics show that approximately 80% of global financial leaders have already implemented or plan to implement them in their companies within the next two years. Furthermore – 78% of respondents who have implemented Robotic Process Automation (RPA) solutions plan to invest in them even more intensively. Implementing automation processes can significantly improve your business’s competitiveness – but how do you carry it out correctly? In this article, we will present the challenges you may encounter when trying to fully leverage the potential of automation processes in your business.    

Business process automation – an investment that pays off quickly

  Investing in business process automation saves a significant amount of time and money. As Gartner points out, by 2024, organizations will reduce their operating costs by approximately 30% through the use of robotic process automation. To avoid unnecessary delays and wasting resources on this type of investment, it is essential to plan the entire process properly.   At the beginning, you should define the business goal you want to achieve. In this case, it is worth asking yourself the following questions:  

• Why do I want to use such a system?
• What problems do I see in current solutions?
• What are my expectations for this solution (e.g., increased production, improved work efficiency, etc.)?

  The key to achieving maximum efficiency is a thorough analysis of needs and capabilities during the planning stage of future processes. It is precisely the proper definition of needs and the investment planning based on it that ensures a quick return on investment, which is so attractive to entrepreneurs choosing this solution.   If you want to learn more about how to prepare your company for RPA implementation, we encourage you to read the article: Robotic process automation for beginners. How to start implementation in an organization – starter pack.    

The biggest challenges associated with business process automation

  Software Testing and Big Data Hadoop indicates that companies currently lose about 50% of the potential of implementing RPA solutions. How can you avoid such a scenario? First of all, before deciding to implement robotic process automation, it is worth being aware of the challenges associated with implementing RPA solutions. Below you will find some of the most important ones: 

Proper preparation

The first challenge you must face as an entrepreneur starting an RPA implementation is proper preparation. If your organization lacks experienced people in planning such changes, it is worth seeking advice from experts in this field, i.e., RPA consultants. A proper audit and analysis of actual business needs will make it easier for you to prepare the assumptions for the project you want to implement. Moreover, by consulting with a person specializing in the correct and effective implementation of RPA processes, you will ensure the best possible results for your company and avoid many mistakes.

Precise task definition

RPA software is designed to perform strictly defined tasks. The narrower the scope of operation, the better RPA will perform. A lack of precision can cause the implemented tools to be ineffective, making it necessary to refine them.

Ensuring maximum efficiency

To maintain the appropriate quality of automation processes, it is necessary to constantly monitor their results. This allows you to quickly detect potential errors and complications that prevent the full potential of the solutions used from being realized.

Ensuring the highest quality of implementation

To obtain a satisfactory effect from the implemented automation processes, it is necessary to invest in their best possible execution. This refers not only to the funds you must invest in software development but also to the time needed to prepare employees for using the new software – proper training will help them understand the technological capabilities they can use and the risks associated with them.

Costs

Business process automation can involve high costs associated with purchasing and implementing appropriate tools and technologies. They can be divided into:

• initial costs – i.e., the funds necessary to develop and implement the appropriate software. Their amount varies depending on the difficulty of subjecting a given process to robotization, which is why when starting an investment, we often encounter the so-called small steps method – initially, a less complicated (and therefore cheaper and faster) task is prepared. The costs of implementing the initial project are relatively low. Thanks to this, the investor has the opportunity to test the effects and profitability of using automation in practice before making a decision regarding more complex processes.
• costs related to management and change – i.e., the funds needed to adapt existing RPA solutions to the company’s current operations and optimize them according to changing guidelines. These should also be taken into account when planning the robotization process, as systematic control and adjustment of RPA is a condition for maintaining the maximum efficiency of the processes being conducted.

  Investing appropriate resources in RPA development can be a problem, especially for small companies, so it is worth considering how much we are able to allocate for this purpose at the beginning. Planning ahead will allow for a more precise development of the implementation plan and will likely save later delays in the preparation and execution of the project.  

The biggest benefits of business process automation

The most important benefits provided by robotic process automation include, among others:

• increased efficiency
• time savings and better resource utilization
• reduction of so-called “human error”
• ensuring a competitive advantage
• increased data accuracy and quality
• increased transparency and process traceability
• improved customer service quality and increased service satisfaction

Best practices in business process automation

Start with the small steps method

Automation in business is actually a long-term project that can be expanded as needed. Initially, implementing automation tools also requires insight into identifying its potential applications. According to accepted practice, it is a good idea to start with small processes, carried out primarily to determine the scope of effective connections between the business and the robot’s capabilities.