Home » Blog » RPA explained. Necessary steps for introducing automation into your organization.
If you want to be up-to-date, use your employees’ full potential, save some time and money, make room for creativity and development or simply improve the speed and quality of your processes, it might be a good idea to have a closer look at automation. It may even be a better idea if your employees work overtime and your company is still behind everything.
Here is what you need to know at the beginning. From this article, you will learn:
Robotic Process Automation (RPA) is not directly related to industrial or mechanical robots (so forget about the Terminator in this context). It neither applies for everything (in some cases simple digitization does the trick) nor can guess your thoughts. It is not a programming language, either.
By definition, RPA simply refers to a piece of software (sometimes called a “bot”), which imitates the actions of an operator. It can operate at the UI (User Interface) level and use, for example, APIs or databases. Google Assistant is one of its most common examples. There is also a difference between RPA and IPA (Intelligent Process Automation), the latter referring to robots with cognitive features, using more complex algorithms (for example, intelligent Optical Character Recognition, Artificial Intelligence, or machine learning).
Well, even though the fourth industrial revolution is a fact, and it has started a new chapter in human and business development, enabled by extraordinary advances, some still believe that too much technology can not only ruin the atmosphere in an office but even deprive people of employment.
Robotization is not reserved for geeks and can improve the process while saving much time. In our experience, with proper cultural adaptation and cooperation between stakeholders and IT departments, employees were more than happy to get rid of dull, repetitive tasks and let their creativity flow.
Not in the slightest! There are many other benefits, including:
The last point is especially worth mentioning, as, from a robot’s perspective, it does not matter whether it processes 100 or 1000 transactions. A “regular” employee would mind that!
A piece of software can also easily access specific data upon request. For instance, if you run an insurance company, your bots can prepare reports based on information and pictures of car accidents sent by customers. It is that simple.
Theoretically, processes that can be automated in each company include HR services, finance and accounting, supply chain, and IT services. In practice, each process requires a careful assessment in terms of robotization. It is best to start with a variety of options for further selection or elimination. On this step, you can use a catalog of business process automation projects to search for solutions by industry, field, or complexity. At Mindbox, we will be more than happy to assist you with that, so do not hesitate to contact us if you have any questions concerning RPA. However, here is a little guide:
It is also a good idea to use this order while implementing automation:
In a nutshell, the entire process of choosing candidates for automation should include these steps:
We have also developed a free questionnaire, including recommendations or advice against robotization based on your answers. Let us know if you need it.
Remember that a successful robotization starts with preparing your enterprise for automation. Only then can a pilot (or the so-called Proof of Concept) be developed and introduced. What is more, you should not even think about the next steps (strategy preparation and implementation) without assessing the benefits first. Mindbox can walk you through the entire process to make sure all goes as planned, and nothing fails.
Sure thing. We have a lot of happy stories to share. Let us use our adventure with Scania Polska as a case study. Our virtual accountant project which was implemented in the company included:
As for the benefits achieved,
the return on an investment after 11 months was 4000 invoices per month,
the full process from receipt of the invoice to sending it to final acceptance now takes from 2 to 5 hours (the average time before implementation was five days (!),
the XML file preparation takes 90 seconds,
the preparation of posting lines takes 45 seconds.
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