Businesses have long sought to improve internal efficiency by analyzing their processes and finding areas for improvement. Business Process Optimization (BPO) seeks to scrutinize and evaluate a business’s processes to eliminate time waste and make better decisions allocating resources. While the concept of Business Process Optimization is not new, technological developments in the field of automation and artificial intelligence have made BPO easier and more effective than ever before.

The Business Process Automation market worldwide is currently $11.2 billion in USD, according to Statista, where previously it stood at $5.5 billion in 2016. It is projected to grow to $12.7 billion in 2021, showing that there will be continuous improvement. Gartner believes that by 2024, streamlining business processes and hyper-automation will reduce operational costs by thirty percent. This will pave the way for hybrid digital infrastructure management to improve procedures.

Business Process Optimization Explained

Business process optimization is the practice of finding ways to improve efficiencies within daily operations to reach the desired outcome. It is a crucial step within business process management, to ensure that after conducting analysis that necessary improvements are implemented. Within processes, individual steps called tasks make up the whole. The assembly line was one of the earliest examples of optimization; instead of having one operator complete a multitude of tasks to create a product, the tasks are split up among various operators so they can produce higher output in a smaller amount of time.

Many business processes can be wasteful and seem excessive for internal users. Some of the tasks within them contribute nothing to the end result, but only careful analysis can reveal this. Thus, managers and decision-makers need to review these processes to figure out what steps to eliminate on a regular basis, as technology and society advance.

BPO seeks to find bottlenecks and rethink how these processes should operate. Process optimization would identify the causes of the bottleneck — too many approvals required, too few internal users handling the flow — and then implement a solution.

In addition, the tasks in question need to be improvable; that is, they need to be within the business’s control to change. If they are outside of your control, then you have to find other steps that could use the efficiency involved. A bank, for example, may not be able to control when a recession causes many lenders to default on their debts. They can control tasks involved with processing these loans and the correct response to the defaults. It’s up to the manager to identify these tasks and what can be changed.

Customer service is one such example of a process that constantly requires improvement. The steps involved in customer service include the following: a customer making a call or placing a ticket, a representative responding, and the representative either solving the problem or forwarding them to the relevant department. This seems simple on the service but actually has varying tasks that contribute to a whole. They also vary from industry to industry, and even between businesses.

One drawback of the process is that potentially the human reps are overwhelmed with phone calls and have to put customers on hold, sometimes for hours at a time. They also are not available 24/7 because no human can work for that long. There are many inefficiencies within the process that puts the burden on the representatives and internal users.

Thus, many businesses want to do what they can to tighten the tasks so that internal users are not overwhelmed within this particular process. Optimization is in their best interest so as to handle potential issues as quickly as possible and provide necessary solutions, without making users have to handle such an influx alone. It also increases customer satisfaction as they will not wait for hours on end to get an answer to their product and service. This is an example of where automation can improve business processes. By utilizing an automated answering system to direct calls to the appropriate customer service representatives, businesses can streamline their customer service process and save precious time and resources.

How Can Automation Software Improve Processes?

Workflow automation can take the human element out of looking at processes. Instead of a manager or specialist reviewing each task and taking the steps to remove the inefficient ones, you have a software that takes a look at the processes and finds means of improving them. While other software can assign tasks to managers and employees, these programs can handle the tasks. The software can understand the common path of different ways to execute similar processes. With intelligent automation based on artificial intelligence, such programs can provide insights to streamline the workflow.

Robotic process automation focuses specifically on the tasks, while digital process automation prioritizes optimizing the whole. With the former, you can use the software to handle repetitive tasks rather than delegate them to an intern. Digital process automation allows you to step away from the optimization and let a software identity where to improve efficiency, organize relevant data, and analyze it for the internal user’s benefit.

One benefit is that there is a smaller room of human error. When you don’t have an internal user or manager handling every key step and deciding what to remove, it is less likely that the person in charge will make mistakes. The software is programmed to deliver consistent results, so it has a smaller margin of error; it would be influenced by programs and trends.

Keep Improving Your Business Goals With Virtus Flow Guiding You

Virtus Flow believes that every business should get the chance to perfect their optimization effort. We have seen many organizations requiring upgrades to stay relevant and competitive within their industry. Our Virtual Workflows program ensures that you have high-quality automation and analysis of what waste to remove from the workplace.

Reach out to us today to get started with your demo. With Virtus Flow, process performance will drastically improve thanks to the technology that we implement. We’ll help you succeed as demands in the workplace become higher for efficiency, so as to compete no matter the changes to the market.