How do you choose the most cost-effective process automation?

1 Identify your automation goals

Before you start looking for the best process automation solution, you need to define your automation goals. What are the problems you want to solve, the benefits you want to achieve, and the metrics you want to measure? For example, do you want to reduce errors, increase productivity, enhance compliance, or improve customer experience? Having clear and specific goals will help you prioritize your automation needs and evaluate your options.

2 Analyze your current processes

The next step is to analyze your current processes and identify the ones that are suitable for automation. You can use tools like process mapping, workflow diagrams, or value stream mapping to document and visualize your processes. Then, you can apply some criteria to select the best candidates for automation, such as frequency, volume, complexity, variability, and standardization. Generally, the more frequent, high-volume, low-complexity, low-variability, and standardized a process is, the more suitable it is for automation. To determine this suitability, consider how often you perform the process; how many transactions or data you process; how many steps, rules, or exceptions are involved in the process; how much does the process change depending on the inputs or outputs; and how consistent and predictable is the process.

3 Compare different automation technologies

Once you have a shortlist of processes that you want to automate, you need to compare different automation technologies and find the one that matches your requirements and budget. Robotic process automation (RPA) involves the use of software robots or bots to mimic human actions and interact with applications and systems. It is best for simple, repetitive, and rule-based tasks that do not require much logic or decision making. On the other hand, intelligent automation (IA) combines RPA with artificial intelligence (AI) and machine learning (ML) capabilities to handle more complex, dynamic, and cognitive tasks. Lastly, business process management (BPM) uses software platforms and tools to design, model, execute, monitor, and optimize business processes. Each of these technologies has its own advantages, disadvantages, and costs. Therefore, it is important to consider factors such as the level of automation, integration capabilities, scalability, security, maintenance, and return on investment (ROI) when making a decision.

4 Test and implement your automation solution

After you have chosen your automation technology, you need to test and implement your automation solution. You can start with a pilot project or a proof of concept to validate your assumptions and evaluate the results. You can also use agile methodologies and tools to iterate and improve your solution based on feedback and data. Finally, you need to ensure that your automation solution is aligned with your business strategy, culture, and governance, and that you have the necessary training, support, and change management in place.

5 Monitor and optimize your automation performance

The last step is to monitor and optimize your automation performance. You need to track and measure the outcomes and impacts of your automation solution against your goals and metrics. You also need to identify and resolve any issues or challenges that may arise, such as errors, exceptions, or bottlenecks. Moreover, you need to continuously review and update your automation solution to adapt to changing business needs, customer expectations, and market conditions.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?