In times of digital transformation, the least companies need to do is work on process automation. A basic prerogative for any business that wants to stand out in the market, the idea is to let software perform routine tasks so the team has time to think about strategy.
This is the first step toward digitizing your business and achieving significant returns. Although it’s just the beginning, it’s crucial, as automation is the key to initiating change in your company. Furthermore, this practice offers several benefits, which we’ll discuss throughout this article.
Beyond the benefits, we’ll also explore the concept, how to apply this idea to your company, and the impacts it will achieve. Keep reading!
Do you understand the importance of this strategy?
With the help of automation , repetitive and bureaucratic processes are simplified. Time to completion is significantly reduced, as are errors and rework. Professionals are also less overwhelmed because they no longer waste time on exhausting and repetitive tasks.
Similarly, data and information are structured and support decision-making because they are accessible and useful for corporate strategy. These benefits lead to greater alignment of production routines and meet market demands.
All of this translates into increased organizational competitiveness. This happens because the company does more with less, meaning it’s more productive and efficient. These results are achieved without neglecting the organization’s strategic objectives, which should guide the actions taken.
Therefore, process automation helps a company grow. With data control, reliability in information processing is improved.
At the same time, managers have access to accurate data. This allows them to identify the best path forward and identify trends for the coming months, enabling them to prepare for the future.
What are the main benefits of process automation for companies?
The explanation of what automation is and its importance highlights the benefits of this practice. In addition to preparing the company for digital transformation , it contributes to the simplification of all activities, even complex ones.
This pillar ensures operational efficiency and brings organizational relevance and competitiveness. However, there are other benefits for businesses.
See what they are!
Process control and traceability
Process organization is one of the consequences of adopting management systems. This leads to workflow awareness and clearer operational detail, which is documented in the software .
As a result, activity flows are standardized. Sectors operate at the same performance level, a measure that prevents imbalances and reduced production flow.
This way, the steps become simpler and contribute to strategic and agile decision-making.
Corporate monitoring
Automation makes processes scalable and organized. Information is available at any time, especially since cloud storage is essential.
Because data and systems are integrated into a platform, there is greater control over the activities performed.
For example, a factory can integrate inventory, purchasing, and logistics with the production line. The goal is to pass valid information from one department to another to avoid interruptions in work.
This also makes it possible to track processes to know their status and what needs to be done in the next step.
Reduction of working time
One of the main advantages of automation is the reduction of working time , because human labor is replaced, at least in part, by equipment and systems.
Teams are more productive because they perform their functions efficiently, without worrying about operational tasks.
Likewise, internal communication improves. Processes become more fluid and agile. All of this creates a valuable competitive advantage due to improved workflows and organizational reputation among competitors and customers.
Cost reduction
Cost reduction is a natural consequence of automation. Even if it requires initial investments to add technology to the company, employees improve their skills and act strategically.
Furthermore, these systems help identify errors and prevent rework. This benefit results in efficiency, increased productivity, and optimized use of resources and inputs.
What are the main technologies used?
Process automation requires a series of tools to put this idea into practice. This is how efficiency and innovation are ensured. On the one hand, replacing slow, manual processes—such as filling out spreadsheets and forms—improves the functions performed.
On the other hand, the company has the chance to test new strategies and even explore other segments through concepts aligned with the demands of the current market.
This is the case with automated call centers, which reduce response times, and the omnichannel concept , which involves integrating user contact channels to increase satisfaction and solve customer problems.
Based on this explanation, it’s clear that several technologies can be used to implement automation in your business. However, there are a few key technologies that need to be considered.
Continue reading and find out more about them!
1. Enterprise Resource Planning (ERP)
Using ERP software is the best way to automate management and enhance data monitoring. This system centralizes information from different departments—such as sales, marketing, HR, inventory, purchasing, finance, and others—into a single platform.
This makes data access and management easier, as it is unnecessary to have multiple programs to perform qualified control.
2. Cloud computing
Using cloud computing favors remote access and collaborative, simultaneous teamwork . A manager can, for example, view the data needed to explain a budget to clients.
At the same time, one or more professionals can edit the information when necessary, without the risk of duplication or even errors and inconsistencies.
These features facilitate home office work for companies that operate with headquarters and branches or that have teams located in other cities.
Furthermore, cloud computing provides greater security for files, as access is only possible using a login and password.
Documents are encrypted and also allow you to determine access levels to prevent unauthorized people from viewing them.
3. Business Process Management (BPM)
Implementing BPM software helps structure organizational processes to identify bottlenecks and opportunities for continuous improvement.
The benefits include transparency at all stages of the production process, increased productivity and management control, and cost reduction.
4. Electronic Document Management (EDM)
These are technologies that simplify the control, storage, sharing and search of files that are in digital media.
These tools contribute to cloud computing because they facilitate data recovery and access, in addition to implementing security levels and backup controls .
Of course, as we’ve already indicated, each company is in a different context and, in some cases, some tools are more necessary than others.
In any case, these tools we present contribute significantly to your business, especially due to the benefits in organizing, systematizing, and accessing data and information, which generate valuable corporate insights .
What processes can and should be automated in the technology area?
The IT department is often the first to undergo the process automation shift. This is because it’s a strategic sector that works directly with the tools launched.
Cloud computing also facilitates this transformation. But how does this happen in practice? Here are some examples:
Data systems
Database automation makes processes more efficient, with greater visualization capacity and improved information quality. Constant monitoring allows problems to be identified early and resolved. This results in corrections and increased stability.
Servers
The process makes servers faster and more consistent. Tools are used to monitor demand. This gives the IT team more autonomy to produce and wastes less time on manual monitoring.
In the case of cloud servers, this benefit is maximized. Reports generate important performance data, which is useful for audits.
Support
The help and service desk are improved by maximizing reporting . Automation is achieved through periodic log monitoring , providing faster and better support.
The team is responsible for working on urgent and specific demands and providing accurate diagnoses to improve IT work.
Backup
Automated backups—especially when performed in the cloud—prevent data loss and allow you to monitor your teams’ work.
At the same time, they reduce costs, increase scalability and decrease the time spent on hardware and data center maintenance .
This way, the collection, storage and accessibility of information are practical and accessible.
Asset management
This idea involves using practices that facilitate the management, control, and protection of IT assets. When automated, proven processes are implemented, increasing corporate network security.
At the same time, software licensing is organized to adapt resources to the business strategy.
Can other areas of the company also be automated?
The answer is yes ! Just like IT, administrative processes can be automated.
In fact, it is highly recommended to perform this activity, because it is an efficient way to deal with a large amount of information and implement true integration between systems.
To understand how this practice works, see how some sectors can be automated.
1. Financial
Financial and budget management helps organize tasks, but it also centralizes data in a tool like an ERP. The system functions like a database, standardizing processes and providing easy access to information. Furthermore, revenue and expense figures are available in real time.
This means you can track cash flow and tax issues. This makes your work easier, and your data won’t be at risk of being forgotten, deleted, or lost.
With Business Intelligence (BI) resources , it is still possible to collect, analyze, disseminate and control a large volume of data.
Finally, systems that automate financial services bring a more strategic perspective to the future, anticipating trends and opportunities.
2. Sales
The sales sector is automated through solutions that speed up order collection and improve revenue, for example.
However, there’s more to be done in this area. Automation can be seen in a simple situation: selling a shoe in a store. The salesperson receives the order, goes to the stockroom to check availability, brings it to the customer, who tries on the shoe, and so on until the purchase or cancellation.
With automation, the salesperson uses a tablet , for example, to show the customer the available options using photos. Models and colors are also displayed to ensure the customer gets exactly what they want.
Once you’ve selected the items to purchase, the order is entered at the cashier. The inventory is automatically updated, the purchase price is calculated with possible discounts, and if the shoe needs to be restocked, the purchasing department is notified.
With this integration, the sales department provides higher-quality service with fewer errors and dissatisfaction. Inventory control is improved, and sales commissions are managed accurately. Salespeople’s performance is also measured.
3. HR
In the Human Resources sector, process automation is strategic, as it is in other sectors. The workflow is completely amenable to improvement, from recruitment to assessments and training. A simple example is hiring an employee, which, when done incorrectly, generates losses.
Automation allows the HR department and the manager responsible for the process to be integrated. This allows the hiring request to be made.
Internal resume searches are automated, with external job openings. Specific tools screen candidates and select those who should be interviewed.
The interview stage with selected candidates can even be conducted remotely. Finally, the hiring process requires the collection of appropriate documents and procedures. The software itself also performs this analysis before initiating the onboarding process .
Marketing
Automation benefits marketing efforts by facilitating the collection of information and enabling the creation of more accurate campaigns.
A simple example is email marketing, which uses a pre-formatted database and sends emails automatically with previously established configuration.
This makes it possible to determine the profile of the recipients, the frequency of sending and check the evaluation of the results.