Business Process Automation or BPA, is the application of technology to regulate and simplify standard work processes. It is also called business automation, digital transformation or streamlining a business’s operations. Businesses apply it in order to improve service quality or reduce time and money spent in running operations. 

Do not confuse Business Process Automation with business process management. The last one involves the management of complex business processes that can work across an entire business.

According to McKinsey, approximately 45 percent of activities today can be automated. While Unit 4 found that the average company loses ⅓ of the working year to administrative or repetitive tasks. Which indicates that there is a massive amount of untapped potential for efficiency improvement. Reason why many people are looking to implement BPA technology in their own organizations.

Examples Of Business Process Automation In Action

Employee Onboarding Automation: BPA has changed the traditional way of onboarding new employees. Workers used to go through a complex orientation program and long activities. HR managers had to send emails back and forth and make phone calls to coordinate with IT and office managers. Organizations spent a lot of time and resources and requested employees to be physically on-site. The automation of new employees’ onboarding activities eliminates manual and repetitive tasks and speeds up onboarding. Now the employee is invited to digitally fill all the required information, which is automatically shared and stored under the new employee profile. After this, the system send notifications, requests and work assignments automatically. Organizations are now Onboarding employees that work from anyplace. 

Invoicing Automation: Organizations that adopt BPA are creating invoices automatically immediately after customers place an order. These invoices are updated as items are shipped. By coupling this with automatic order fulfillment workflows, companies can streamline the entire process related to getting people the goods that they need. The use of automation then, reduces the number of people involved, human error and overall cost.

Requests automation: The use of BPA to streamline requests eliminates the need for back and forth phone calls and emails, as well as the wait to submit them or knowing their status. Now customers, vendors and internal users can digitally fill the request anytime, from any place. They are asked for specific information and documentation and the request is directly forwarded to the person in charge. Customers have access to the status and changes in their requests as the person in charge works and completes steps. After this one completes a step customers automatically receive a notification with results. This increases transparency, saves a considerable amount of time and speeds up processing. 

Long-Term Benefits Of Business Process Automation

Transparency: It is always a major issue when it comes to working with large organizations. Those who’ve worked for companies that don’t use any sort of task management software understand how much work can pile up over time. Managers aren’t really sure of who needs to take care of different things. In time it can become difficult to track things down. You can find multiple people working on the same task and information is harder to find or to keep updated. With BPA, you have a clear and fully updated view of all activities you are working or have worked on.

Auditing: Properly functioning BPA tools leave an audit trail that enables managers to know exactly what they’re dealing with. If something is wrong, you can easily look back in history and see where it happened and who was in charge. You’ll always have the information needed to take care of problems. 

Productivity: Employees won’t have to work on repetitive and manual tasks. More time will be available for value-creating activities such customer relationship. They will complete tasks more quickly with less errors and in a consistent way. They can do more things with less resources and faster. You’ll keep up with demanding requirements and customer expectations. 

There are other benefits that are less visible, for example it contributes to better communication and collaboration. Also, the fact that you have to undergo at least some form of process mapping to implement a BPA plan, often helps your crew to find other other opportunities to improve efficiency.

Harness BPA With Virtus Flow

Our experienced representatives can help you put together a plan that revolves around a single integrated platform. We design all our tools to work together, therefore your entire team can get more done from a single dashboard. We can automate almost any digital process. You can spend more time doing what’s really important: running your business. If there is a process you are struggling with, don’t hesitate to contact Virtus Flow.