Process automation

More efficient, more cost-effective and more reliable: process automation has many advantages. It frees your employees from monotonous routine tasks and thus creates more time for the really important issues. If you want to know what process automation is, what workflows and AI have to do with it, how you can easily automate processes and when automation makes sense, then you've come to the right place.

What is process automation

Process automation generally refers to the technology-enabled automation of business processes with the aim of increasing process efficiency by minimising human intervention. Process digitisation, on the other hand, is the conversion of analogue information and processes into digital formats. This enables data to be stored, processed and transmitted more efficiently.

The digitisation of information and processes is therefore often the first step towards intelligent process automation, as it lays the foundation for the implementation of automated systems.  

Why is process automation a good idea?

Automation is always beneficial when dealing with recurring tasks, such as issuing approvals or sending status updates. Automation ensures that processes are consistent and therefore standardised. This reduces errors and boosts productivity.  

Automating processes saves time and money 

Automated processes can boost efficiency by reducing manual tasks, thereby saving time and resources. This leads to significant cost reductions and faster processing of business processes.

Process automation helps prevent errors  

Manual processes often consist of scattered information that has to be painstakingly collated. For example, some information is contained in paper documents, whilst the next step in the process depends on an email attachment. When compiling the information, annoying errors can occur – even if only because one loses concentration for a moment. With automated processes, paper documents are digitised and can be read directly by the system. Email attachments can also be assigned automatically. This minimises the risk of errors.  

Improved internal communication through process automation

Automation centralises information and makes it accessible to everyone involved, which improves internal communication. And better communication, in turn, promotes collaboration and ensures a clear structure and workflow within the company.  

Process automation The advantages at a glance

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Noticeably fewer errors

Automated processes have a lower error rate

Noticeably better quality

Fewer errors also increase the quality of products and services

Noticeably faster clarity

Automation also enables faster and more accurate data collection, allowing companies to make better decisions

Noticeably more agility

The higher the degree of automation, the faster companies can react to changes

Noticeably more time and lower costs

Fewer errors save companies expensive expenses

Noticeably higher employee satisfaction

Employees can concentrate on value-adding activities instead of dealing with repetitive tasks

Process automation in companies What options are there

Automate rule-based processes

Processes are automated using various technologies, depending on the specific application and field of use.

We rely in particular on the following four options:

  1. Workflow-oriented automation: Software is used to automate rule-based process flows 
  2. Robotic Process Automation (RPA): This method uses ‘software robots’ to automate routine, rule-based tasks such as data processing 
  3. Artificial Intelligence (AI) and Machine Learning (ML): These technologies can analyse and optimise complex processes by identifying patterns in data and making predictions 
  4. Process mining: This method analyses process data to optimise automated processes and identify the most efficient process variant 
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Which processes can be automated

With the help of today’s technological capabilities, such as artificial intelligence (AI), almost any process can be automated; however, the following workflows are particularly well suited to this: 

  • Repetitive and rule-based tasks: processes that are frequently repeated and have clearly defined rules  
  • Labour-intensive processes: processes that require a significant amount of human effort can be made more efficient and consistent through automation  
  • Processes with fluctuating throughput volumes: processes that require a volume of work that is difficult to plan  

Classic examples of fully or partially automated processes include automated order processing or customer service enquiries.

Process automation: examples 

When it comes to automating processes – even if only individual steps are automated – there is a wealth of good examples in every field and for every industry. We’re happy to share some insider insights into which processes we’ve already digitised and automated for companies and – more importantly – what benefits this has brought them: 

Increase customer satisfaction by automating processes

Improved customer satisfaction

Many companies are currently implementing chatbots to answer customer enquiries around the clock. This has enabled them to significantly boost customer satisfaction and take a considerable load off their support teams. 

Easily automate application management and interview scheduling

Automated HR and onboarding

Automated systems are particularly helpful for HR departments. For example, they assist with managing applications, scheduling interviews and onboarding new employees. This not only saves time but also ensures a smooth process for both the company and the applicant. 

Use automated processes for data protection

Data protection and information security guaranteed

We prefer to free our customers from time-consuming, manual checks, cumbersome appointment reminders and the risk of employees implementing guidelines differently. Automated processes are also ideal for this. Processors are then automatically reminded and can decide with a single click whether, for example, a document should be deleted, the retention period extended or the decision delegated to another person within the company.

If you’d like to find out about even more improvements, we recommend our freely accessible case studies

When is the automation of processes worthwhile

Improve internal processes with automation

In many sectors, companies that have already automated their processes have a clear efficiency advantage. They can produce faster, reduce errors and thereby optimise their cost structure. If competitors have already automated similar processes, this creates considerable pressure on your own company to follow suit in order to remain competitive. Without automation, you run the risk of falling behind the competition, which leads not only to higher production costs but also to a longer response time to market demands. In the long term, this could result in a loss of market share.

Automation is therefore worthwhile not only for improving internal processes, but also for keeping pace with the competition and continuing to operate successfully in the market. 

Implementing process automation in just a few steps

Process automation takes place in several stages. For structured process automation, we therefore recommend the following approach:

1.
Process identification and analysis

Identification of the processes to be automated, analysis of current process flows, and identification of bottlenecks and areas for improvement.

2.
Defining objectives and analysing requirements  

Defining the objectives (e.g. cost reduction, increased efficiency) and requirements for automation.

3.
Process modelling

Modelling processes and planning automation.

4.
Technology selection

Selection of suitable automation technologies (e.g. RPA, AI, ML) and evaluation of the available tools and platforms.

5.
Implementation

Development and implementation of automation solutions 

6.
Testing and validation

Conducting tests to verify the functionality and efficiency of the automation

7.
Training and Change Management

Targeted training and effective change management ensure the smooth implementation of process automation.

8.
Monitoring and optimisation

Continuous monitoring of automated processes and regular review and optimisation of automation solutions to maximise their efficiency.

Implement process automation with the right software

The successful implementation of process automation with Communardo

Successful process automation starts with choosing the right software and tools. This not only makes processes faster and more cost-effective, but also allows them to be flexibly adapted to changing requirements.

With the Microsoft Power Platform, Microsoft offers a powerful solution that enables businesses to seamlessly automate their processes, create custom applications and ensure data security – all within an integrated environment that is easy to use and flexibly scalable.  

More about the Power Platform

Innovative solutions & products

Automate processes with ease

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