Business Process Automation: 5 Easy Steps to Streamline Your Operations

Business leaders have a lot on their plate. From balancing internal processes, reporting to external shareholders, and managing customer expectations, it often feels like there isn’t enough time in the day to get everything done correctly. Thanks to technology, business process automation can help to alleviate the overwhelming list of action items that comes with running a business by transforming manual tasks into automated processes.

Here, we will define what BPA is, what it can be used to do, and the five easy steps that you can follow to implement it within your own business.

Let’s take a look.

Coming Up

What is Business Process Automation (BPA)? 

Why Should You Automate Business Processes?

Identifying Candidates for Process Automation

5 Easy Steps to Implement BPA 

Business Process Automation Examples and Use Cases

Top BPA Tools and Software for 2024

What is Business Process Automation (BPA)? 

Business process automation (BPA) is the use of technology to automate processes, thereby increasing efficiency and helping to achieve business goals. Processes are defined as the actions and activities that move your business towards a goal.

Business process automation software plays a crucial role in managing and streamlining these processes effectively. By using software systems to make them automatic, you can cut operating costs by up to 90%, as well as decrease the time in which it takes to get things done.

BPA typically consists of three main features, namely:

1. Automates processes
2. Centralizes information and increases transparency
3. Reduces the need for in-person communication all the while promoting the company-wide sharing of information with relevant parties

To function correctly, BPA can pull data from both structured (collected and itemized information) and unstructured data (social media and customer behavior patterns, etc.). Depending on the business goal, you have the power to define where data comes from and what it is used to do.

How BPA Differs from RPA and BPM

While related, Business Process Automation (BPA), Robotic Process Automation (RPA), and Business Process Management (BPM) have distinct focuses:

1. Business Process Automation (BPA):
   • Automates complex, end-to-end business processes
   • Streamlines workflows across multiple systems and departments
2. Robotic Process Automation (RPA):
   • Automates repetitive, rule-based tasks
   • Acts as "digital workers" for high-volume, routine operations
3. Business Process Management (BPM):
   • Analyzes, models, and optimizes overall business processes
   • Focuses on continuous improvement, may or may not include automation

Key Differences:

• Scope: BPA is broader than RPA but narrower than BPM
• Complexity: RPA is simplest, BPM most complex
• Integration: BPA requires deeper system integration than RPA
• Flexibility: BPA and BPM are more adaptable to changing business needs

Many organizations combine these approaches in their digital transformation strategy, using each where most appropriate to optimize processes and improve efficiency.

Why Should You Automate Business Processes? 

If you didn’t think BPA could help you, you probably wouldn’t still be reading this. To exemplify why you should automate business processes, consider the following benefits for your existing business processes:

• Digital Transformation: With the continued advancements in technology, your business is likely constantly undergoing digital transformation. At times, this change may feel overwhelming, but the introduction of BPA is another way to ease into a more technologically-centered work environment. If nothing else, it’s a step forward that will have a domino effect on productivity.

• Increased Employee Satisfaction and Output: Automating repetitive tasks will take the burden off the shoulders of your employees. In turn, they will have more time to focus on tasks that are challenging, intellectually stimulating and offer them a chance to feel like they are making an impact on the organization. This results in increased employee satisfaction, higher productivity and reduced turnover. Automation software like SolveXia is designed to augment human resources, rather than replace their essential place in the company. The system helps to manage repetitive tasks through advanced robotic process automation (RPA) so that human resources can focus on the high-value tasks they were hired to perform.

• Transparency and Management: It’s easy to get caught up in daily operations without ever taking a step back and looking at how they work. Through BPA, you will clearly define, outline and be able to analyze how current workflows happen and are managed to perform process improvement. Not only does this offer insight to potentially improve the order of operations, but it can also serve as the training grounds for new employees.

• Smooth Operations: BPA naturally streamlines processes and allows you to see the progress and current status of an operation. Therefore, it can help to prevent essential tasks slipping through the cracks.

• Save Time and Money: When things move along their path automatically, it will inherently save time and unneeded back and forth between parties. In turn, when operations are running efficiently, it will result in money saved.

• Reduced Compliance Risk: All industries and businesses face regulations, especially those in finance. As such, digital software can help to reduce risks as they record audit trails and secure the history of operations that took place. BPA software is also capable of producing reports and automatically updating dashboards for consistent oversight and regulatory compliance. Data tools such as SolveXia can do just this. It is a human analytical automation platform that has real-time dashboards that always monitor processes. It also can send reports to chosen parties automatically and can quickly produce audit trails for regulators.

• Minimize Human Error: When people have to take care of data entry and management, it can quickly get messy. There is a high chance of human error, which can increase as data increases. However, automation tools are designed to have very high accuracy rates, thereby reducing the opportunity for human error.

The Benefits of Workflow Automation

Workflow automation, a crucial aspect of Business Process Automation, offers significant advantages that directly impact your organization’s efficiency, productivity, and bottom line:

1. Enhanced Efficiency: By automating repetitive tasks and streamlining processes, workflow automation eliminates bottlenecks and reduces the time spent on manual, low-value activities. This allows for smoother operations and faster completion of tasks.
2. Increased Productivity: When routine tasks are automated, employees can focus their time and energy on high-value, strategic activities that require human insight and creativity. This shift not only boosts overall productivity but also leads to more engaged and satisfied employees.
3. Substantial Cost Savings: Workflow automation can significantly reduce operational costs in several ways:

• Reduced labor costs for routine tasks
• Minimized errors that could lead to financial losses
• Improved resource allocation
• Faster process completion, leading to improved cash flow

4. Improved Accuracy and Consistency: Automated workflows follow predefined rules consistently, reducing the risk of human error and ensuring that processes are executed the same way every time. This is particularly crucial for maintaining quality standards and meeting regulatory requirements.
5. Better Scalability: As your business grows, automated workflows can easily handle increased workloads without a proportional increase in resources or costs. This scalability is essential for businesses aiming for sustainable growth.

By implementing workflow automation as part of your broader BPA strategy, you can create a more agile, efficient, and competitive organization that’s well-equipped to meet the challenges of today’s fast-paced business environment. Intelligent automation, which combines AI and data analysis with process automation, can further enhance these benefits by enabling the automation of complex decision-making tasks.

Identifying Candidates for Process Automation

Identifying the right candidates for process automation is crucial to the success of a Business Process Automation (BPA) project. To determine which processes are suitable for automation, organizations should consider the following factors:

• Repetitive Tasks: Processes that involve repetitive, mundane tasks are ideal candidates for automation. These tasks can be time-consuming and prone to errors, making them perfect for automation. By automating these repetitive tasks, you can free up valuable time for your employees to focus on more strategic activities.

• Operational Efficiency: Processes that can be optimized to improve operational efficiency are also suitable for automation. Automation can help streamline processes, reduce cycle times, and increase productivity. For instance, automating data entry or approval workflows can significantly speed up operations and reduce bottlenecks.

• Complex Business Processes: Complex business processes that involve multiple stakeholders, systems, and data sources can benefit from automation. Automation can help simplify these processes, reduce errors, and improve visibility. For example, automating a multi-step procurement process can ensure that each step is completed accurately and on time.

• Existing Processes: Organizations should also consider automating existing processes that are already well-established and well-documented. This can help improve efficiency, reduce costs, and enhance customer satisfaction. Automating these existing processes can also provide a solid foundation for further process improvements.

To identify candidates for process automation, organizations can use various techniques, such as:

• Process Mapping: Create visual representations of business processes to identify areas for improvement and automation. Process maps can help you see the entire workflow and pinpoint steps that can be automated.

• Process Analysis: Analyze business processes to identify inefficiencies, bottlenecks, and areas for automation. This analysis can provide insights into where automation can have the most significant impact.

• Employee Feedback: Collect feedback from employees who are involved in the business processes to identify areas for improvement and automation. Employees often have valuable insights into which tasks are most time-consuming and error-prone.

By carefully selecting the right candidates for process automation, you can ensure that your BPA project delivers maximum benefits in terms of efficiency, cost savings, and overall operational improvement.

5 Easy Steps to Implement BPA

If you’ve answered yes to the above questions, it’s time to get started with BPA. Business process automation can be implemented in these five steps:

It is crucial to accurately track and record each detail of a particular business process to ensure compliance and efficiency.

1. Identify Tasks to Be Automated

• Refer to list above
• Use a process map to identify such tasks that can be automated within your organization

2. Outline Business Goals 

• What is your current goal?
• How will automation help? 
• How will you measure success?

3. Select the Right Tool 

Selecting the right tool involves making sure that it is:

• Easy to use and simple to understand - For example, SolveXia has training resources and comes with a library or processes whereby you can easily create step-by-step automation for your current workflow or define your steps
• Has flexibility and is scalable
• Integrates with the existing tool stack - make sure the tool can pull data from existing tools to work seamlessly with the information your business already stores. It will help to store and secure information centrally so that anyone who needs access will be able to pull insights and reap the benefits of the system’s workings.

Choosing the right process automation system is essential for ensuring seamless integration and effective automation of your workflows.

4. Change Management

• Set-up training and tutorials for staff, especially those who will be working with the technology day in and day out 
• Create a culture that’s open to change
• Involve your team 
• Provide continued education through training sessions  

5. Monitor and Measure 

• These tools aren’t meant to be static; they change as your business changes
• Use them to monitor KPIs and adjust as necessary 

Business Process Automation Examples and Use Cases

Business Process Automation (BPA) can be applied to various business processes across different industries. Here are some examples and use cases:

• Finance and Procurement: Automate processes such as purchasing, reconciliation, accounts receivable, and expense reimbursement to improve efficiency and reduce costs. For instance, automating invoice processing can speed up payment cycles and reduce errors, leading to better cash flow management.
• Sales and Marketing: Automate processes such as customer onboarding, sales pipeline stages, and lead generation to improve customer satisfaction and increase revenue. Automation can help ensure that leads are followed up promptly and that sales processes are consistent and efficient.
• HR and People Ops: Automate processes such as recruiting, onboarding, and employee request management to improve efficiency and enhance employee experience. For example, automating the onboarding process can ensure that new hires have a smooth and welcoming experience from day one.
• Supply Chain Management: Automate processes such as inventory management, order fulfillment, and shipping to improve efficiency and reduce costs. Automation can help ensure that inventory levels are optimized and that orders are processed and shipped quickly and accurately.
• Customer Service: Automate processes such as customer support, issue resolution, and feedback collection to improve customer satisfaction and reduce costs. For instance, automating ticketing systems can ensure that customer issues are tracked and resolved promptly.

These are just a few examples of the many business processes that can be automated using BPA. By automating these processes, organizations can improve efficiency, reduce costs, and enhance customer satisfaction.

Top BPA Tools and Software for 2024

Implementing Business Process Automation (BPA) can transform how your business operates, increasing efficiency and reducing manual tasks. Below, we compare some of the top BPA tools for 2024.

1. SolveXia

SolveXia is a cutting-edge automation platform designed specifically for automating and streamlining complex business processes. It excels in automating financial processes, data management, and reporting tasks, making it a robust solution for enterprises looking to increase operational efficiency.

Key Features:

• Powerful process automation with a focus on financial close, reporting, and reconciliation.
• No-code automation for non-technical users, with drag-and-drop functionality.
• Advanced analytics and reporting tools that offer real-time insights and audit trails.
• Integration with major enterprise software like SAP, Oracle, and Salesforce.

Best For: Enterprises looking to automate complex, data-heavy processes, particularly in finance, reporting, and reconciliation.

Pros:

• No-code platform for ease of use.
• Strong focus on automating finance and operational tasks.
• Comprehensive data security and compliance features, ideal for regulated industries.

Cons:

• More specialized for finance-related automation compared to broader workflow platforms.

2. Kissflow

Kissflow is a user-friendly low-code/no-code platform ideal for automating business processes across multiple departments. With its visual editor, teams can design workflows with ease, making it accessible even for non-technical users.

Key Features:

• Visual workflow editor with drag-and-drop capabilities.
• Integration with major platforms like G Suite, Salesforce, and Zapier.
• Built-in analytics and reporting tools for process tracking.

Best For: Small to mid-sized businesses looking for a flexible, easy-to-use platform that doesn't require coding expertise.

Pros:

• Intuitive and designed for non-technical users.
• Strong integration capabilities.

Cons:

• Less customizable for highly complex workflows compared to advanced platforms.

3. Microsoft Power Automate

Microsoft Power Automate is an excellent tool for automating workflows across the Microsoft ecosystem. Its seamless integration with Microsoft 365, Teams, and SharePoint makes it a go-to solution for businesses already using these platforms.

Key Features:

• Automates workflows for emails, data entry, and approvals.
• Seamless integration with Microsoft 365 products.
• Pre-built templates for quick setup and deployment.

Best For: Organizations using Microsoft products looking for easy automation integration.

Pros:

• Works seamlessly with Microsoft 365.
• Large library of pre-built templates.

Cons:

• May require technical expertise for more complex workflows.

4. Zapier

Zapier focuses on connecting apps and automating smaller, repetitive tasks. It is a popular choice for small businesses looking for simple, no-code automation between apps.

Key Features:

• Connects over 3,000 apps including Slack, Trello, and Google Workspace.
• No-code setup for automating small tasks (Zaps).
• Easy-to-use interface ideal for non-developers.

Best For: Small businesses or teams needing quick automation solutions between different apps.

Pros:

• Simple to set up with a wide range of app integrations.
• Great for automating basic tasks.

Cons:

• Not ideal for large-scale or complex automation needs.

5. UiPath

UiPath is a powerful Robotic Process Automation (RPA) tool that uses AI to automate a wide range of business processes. It is especially useful for repetitive tasks like data entry, customer service, and financial reconciliations.

Key Features:

• AI-driven bots to automate repetitive tasks.
• Extensive integration with enterprise tools such as SAP and Salesforce.
• Advanced analytics for monitoring process performance.

Best For: Enterprises that need AI-powered automation for high-volume, repetitive tasks.

Pros:

• Advanced AI and machine learning capabilities.
• Highly customizable for complex processes.

Cons:

• Requires a higher learning curve compared to simpler platforms like Zapier.

The Bottom Line 

The data doesn’t lie. RPA and business process automation tools continue to exceed expectations when it comes to achieving efficiency in business operations. In fact, according to Deloitte, RPA alone helped to improve productivity by 86%, reduce costs by 59% and improve compliance by 92%. 

Across industries, businesses are increasingly adopting and expanding the use of automation to manage various types of processes. To see how automation can help your business prosper, get in touch with a data automation company such as SolveXia.