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How can you design automated workflows that work for your team?

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Process automation is the use of software and technology to automate repetitive and manual tasks, such as data entry, invoicing, or email notifications. By designing automated workflows, you can save time, reduce errors, and improve efficiency for your team. But how can you create workflows that suit your specific needs and goals? Here are some tips to help you design automated workflows that work for your team.

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1 Identify the process

The first step in automating a process is identifying it. A process is a series of actions or steps that produce a specific outcome or result. For instance, it could be sending a welcome email to a new customer, or generating a monthly report. To identify the process, you need to consider questions such as the purpose and goal, who is involved and their roles and responsibilities, the inputs and outputs, how often it occurs and how long it takes, as well as the potential risks and challenges.

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Deepa Ajish

Vice President | ServiceNow Transformation & Automation Leader | Security & Compliance | IT Security Strategist | Judge | Coach | Mentor
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Identify Repetitive Tasks-Start by identifying repetitive tasks within your business process. Identify the different tasks and activities in your process. Create clear start and end points so that you know how the process should begin and what needs to be completed to finalize it

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Viroop Ramagiri

Automation lead and mentor, aiding top-tier Fortune 500 companies in Digital Transformation by providing RPA and BPM solutions using UiPath, Microsoft Power Platform, and AI-ML.
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Creating automated workflows is a game-changer for team efficiency. Start by pinpointing the process you want to automate, making sure you're clear on the goals and needs. Then, chart out the workflow, detailing every stage, decision points, and possible variations. The next step is selecting the right tools and tech that not only meet the workflow's demands but also mesh well with your current systems. It's all about streamlining your operations for maximum productivity!

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Henrique Moita Roatt

Especialista IBM Cloud | Full Stack | Automa??o de Processos | Arquitetura de Solu??es | BPM | BPMN | Java | J2EE
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Primeiro, veja como o processo é executado agora. Veja quais medidas s?o tomadas e onde há problemas ou coisas que poderiam ser melhores. Converse com as pessoas envolvidas para ouvir sobre suas experiências e o que elas acham que poderia ser melhorado. Anote todas as etapas para que, quando o processo estiver automatizado, ele atenda às necessidades de todos

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2 Map the workflow

Mapping the workflow is the next step in the process. A workflow is a visual representation of the process that shows the sequence of tasks, decisions, and events. You can use tools like flowcharts, diagrams, or online platforms to create your workflow. To do this, you must define the start and end points of the process, break it down into smaller and manageable tasks, assign each task to a person, role, or system, add conditions and rules for each task, identify dependencies, loops, and branches in the process, and review and validate the workflow with your team and stakeholders.

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Henrique Moita Roatt

Especialista IBM Cloud | Full Stack | Automa??o de Processos | Arquitetura de Solu??es | BPM | BPMN | Java | J2EE
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Desenhe uma imagem detalhada mostrando cada passo, decis?o e diferentes maneiras que poderia seguir. Isso nos ajuda a ver como as coisas se conectam e onde há problemas que precisamos corrigir. Também é uma boa maneira de mostrar aos outros como as coisas funcionam e ter suas ideias.

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3 Choose the tools

When automating a workflow, the third step is to choose the appropriate tools. Robotic process automation (RPA) uses software robots to mimic human actions and interact with applications, while business process management (BPM) uses software platforms to model, execute, monitor, and optimize business processes. Low-code or no-code platforms allow users to create applications and workflows without coding or with minimal coding. Application programming interfaces (APIs) enable communication and data exchange between different applications and systems. When selecting tools, factors like complexity and frequency of the process, integration and compatibility with existing systems, cost and scalability of the tools, security and compliance of the tools, user-friendliness and support of the tools should be taken into account.

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Austin Reed

?? Digital Nomad | ??Custom Software Solutions
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Coming from a software perspective it really depends on what type of project you are going after. If your trying to automate a quick workflow for your job, managing documents/data entry/even simple AI stuff then things like N8N or Make will be perfect. If you have a bigger team, more complex problem or want a more robust system then something more like python or javascript will be better suited for these types of automation.

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Henrique Moita Roatt

Especialista IBM Cloud | Full Stack | Automa??o de Processos | Arquitetura de Solu??es | BPM | BPMN | Java | J2EE
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Escolha as ferramentas certas para tornar o processo automático. Olhe para diferentes softwares para ver qual se encaixa melhor. Precisamos pensar sobre o que as ferramentas podem fazer, se elas funcionam com o que temos, se podem crescer conosco e se podemos mudá-las para atender às nossas necessidades. Podemos usar algo como o IBM Business Automation Workflow (BAW) para processos ou ferramentas difíceis para se conectar a outros sistemas.

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4 Implement and test

The fourth step is to implement and test the automated workflow. This involves configuring and customizing the tools according to your workflow specifications, deploying and running the automated workflow in a controlled environment, and checking and verifying its accuracy and performance. Additionally, you should identify and resolve any errors, bugs, or glitches in the workflow, gather and analyze feedback from your team and stakeholders, and make adjustments and improvements to the workflow as needed.

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Henrique Moita Roatt

Especialista IBM Cloud | Full Stack | Automa??o de Processos | Arquitetura de Solu??es | BPM | BPMN | Java | J2EE
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Agora, colocamos o processo automático em prática usando as ferramentas que escolhemos. Nós configuramos o software, estabelecemos as regras e nos certificamos de que ele se encaixa com nossos outros sistemas. Ent?o nós testamos muito. Verificamos se funciona de todas as maneiras que deveria e encontramos e corrigimos quaisquer problemas.

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5 Monitor and optimize

The final step in designing automated workflows is to monitor and optimize them. You should track and measure the key performance indicators (KPIs) and metrics, such as time, cost, quality, and customer satisfaction. Additionally, compare the results of the automated workflow with the manual process. Identify any issues, gaps, or bottlenecks in the workflow and seek new ways to enhance its efficiency and effectiveness. Don’t forget to celebrate and reward the success of the workflow too! With these steps, you can create automated workflows that achieve your process automation goals.

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Henrique Moita Roatt

Especialista IBM Cloud | Full Stack | Automa??o de Processos | Arquitetura de Solu??es | BPM | BPMN | Java | J2EE
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Assim que come?armos a usar o novo processo, precisamos ver como ele funciona. Estamos de olho em coisas como o qu?o rápido é, quantos erros comete e como usa nossos recursos. Se encontrarmos coisas que poderiam ser melhores, fazemos mudan?as para melhorá-las.

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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?

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How can you design automated workflows that work for your team?

1

2

3

4

5

6

1 Identify the process

2 Map the workflow

3 Choose the tools

4 Implement and test

5 Monitor and optimize

6 Here’s what else to consider

Process Automation

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How can you design automated workflows that work for your team?

1

2

3

4

5

6

1 Identify the process

2 Map the workflow

3 Choose the tools

4 Implement and test

5 Monitor and optimize

6 Here’s what else to consider

Process Automation

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