How do you choose between manual or automated processes?

1 What is process automation?

Process automation is the use of technology to perform tasks that are normally done by humans, such as data entry, calculations, validations, approvals, and notifications. Process automation can reduce errors, costs, and delays, as well as free up time and resources for more strategic and creative work. However, process automation also has some limitations, such as complexity, maintenance, security, and compliance. Therefore, not every process can or should be automated, and some may require a hybrid approach.

2 How to assess your current processes?

Before deciding whether to automate a process or not, you need to understand how it works, what problems it faces, and what outcomes it delivers. You can use tools such as flowcharts, diagrams, or checklists to map out the steps, inputs, outputs, roles, and dependencies of your process. Then, you can analyze the process to identify the pain points, such as bottlenecks, errors, redundancies, or inefficiencies. You can also measure the performance of your process using metrics such as time, cost, quality, and customer satisfaction.

3 How to identify the benefits and drawbacks of automation?

Evaluating the potential impact of automation on your current process requires a clear understanding of it. You should ask yourself questions such as how often the process runs and how long it takes, how much manual effort and human intervention it requires, and how prone it is to errors, variations, or exceptions. Additionally, you should consider the sensitivity of the process to data quality, security, and compliance, as well as its flexibility and scalability to changing needs and demands. Answering these questions can help you estimate the benefits and drawbacks of automation for your process; for instance, if your process is repetitive, simple, and high-volume, automation can save you time, money, and resources. On the other hand, if your process is complex, dynamic, and low-volume, automation may not be worth the investment or may introduce new risks or challenges.

4 How to choose the right level of automation?

Based on your assessment and evaluation, you can decide how much automation is appropriate for your process. A scale from 0 to 5 is used, where 0 means no automation and 5 means full automation. For example, at level 0, the process is entirely manual and human-driven with no technology involved. Level 1 involves mostly manual work with some technology support or guidance, such as a spreadsheet or a calculator. Level 2 is partly automated with humans still having control and oversight, like a workflow or form. Level 3 is mostly automated but still allows for human intervention or override, like a chatbot or rule-based system. Level 4 is fully automated but humans can monitor or audit, such as robotic process automation (RPA) or a machine learning model. Finally, level 5 is fully automated and self-learning with no role or access for humans, like an artificial intelligence (AI) or blockchain. The level of automation should depend on the nature, complexity, and value of the process as well as the availability, skills, and preferences of your human resources.

5 How to implement and optimize your automation solution?

Once you have chosen the level of automation that best suits your process, you need to implement and optimize your solution. It is important to define your goals and expectations for the project, and select the right tools and platforms. Involving and communicating with stakeholders and users is also essential. Additionally, testing and monitoring your automation solution will help ensure quality, accuracy, and reliability. By following these steps, you can take advantage of the benefits of automation while avoiding or minimizing the drawbacks. Moreover, it can create a balance between human and machine capabilities that improves business performance and customer satisfaction.

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?