How do you evaluate and improve your BPA maturity and performance?

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Business process automation (BPA) is the use of technology to streamline and optimize repetitive, manual, or complex tasks across your organization. BPA can improve efficiency, quality, compliance, customer satisfaction, and innovation. But how do you know if your BPA strategy is effective and aligned with your business goals? How do you measure and improve your BPA maturity and performance? In this article, we will explore some key steps and best practices to help you answer these questions.

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M.R.K. Krishna Rao

Professor in Artificial Intelligence and Machine Learning

1 Assess your current state

The first step to evaluate and improve your BPA maturity and performance is to assess your current state. This involves identifying and mapping your existing business processes, their inputs, outputs, stakeholders, and pain points. You can use tools such as process modeling, flowcharts, or value stream mapping to visualize and document your processes. You can also collect data and feedback from your process owners, users, customers, and other relevant sources to measure your process performance indicators, such as cycle time, error rate, cost, or satisfaction.

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Imrul Kayes

Co-Founder, Camel Tech | Business Automation
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To evaluate and improve BPA maturity, I start by assessing our current state—looking at what’s automated and where the gaps are. When we did this at my company, we discovered that while some processes were efficient, others still relied heavily on manual work. We then set clear goals for improvement, such as increasing automation coverage by 20%. By continuously measuring our progress and identifying areas for optimization, we steadily enhanced our BPA performance. Regular assessment and goal-setting are crucial to maturing BPA effectively.

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2 Define your desired state

The next step is to define your desired state, or your vision and goals for your BPA strategy. This involves analyzing the gaps and opportunities in your current state, and prioritizing the processes that need automation or improvement. You can use frameworks such as the BPA maturity model, which describes the different levels of BPA adoption and capabilities, from ad hoc and reactive to proactive and transformative. You can also use benchmarks and best practices from your industry or peers to set realistic and measurable targets for your BPA outcomes.

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Imrul Kayes

Co-Founder, Camel Tech | Business Automation
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To evaluate BPA maturity, compare your current state to where you want to be. When we started automating processes at a client’s company, we first mapped out the existing workflows and set specific goals for improvement. By tracking progress against these goals, like reducing manual tasks by 50% in six months, we could see how mature their automation became and adjust as needed. Regular evaluation helps ensure your automation efforts are moving you closer to your desired state.

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3 Choose your BPA tools and methods

The third step is to choose your BPA tools and methods, or the technology and techniques that will enable you to automate and improve your processes. There are many types of BPA tools and methods available, such as workflow automation, robotic process automation (RPA), artificial intelligence (AI), or business rules engines. You should consider factors such as the complexity, variability, frequency, and integration of your processes, as well as the cost, scalability, and security of your BPA solutions. You should also align your BPA tools and methods with your business requirements, capabilities, and culture.

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M.R.K. Krishna Rao

Professor in Artificial Intelligence and Machine Learning
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Here are some best practices to choose the right BPA tools and methods: Assess Process Requirements: Start by analysing your specific processes to determine the automation needs, complexity, and goals. Research Available Tools: Explore various BPA tools, including workflow automation, RPA, AI, and business rules engines, to find those that align with your requirements. Evaluate Integration Capabilities: Ensure the selected tools can easily integrate with your existing systems for seamless operation. Consider Scalability: Choose solutions that can grow with your business to accommodate future needs and expansions. Engage team members who will use these tools to gather insights and preferences, enhancing adoption and effectiveness.

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4 Implement and monitor your BPA projects

The fourth step is to implement and monitor your BPA projects, or the actions and activities that will execute and evaluate your BPA strategy. This involves planning and managing your BPA projects, such as defining the scope, budget, timeline, roles, and responsibilities. You should also follow a structured and iterative approach, such as the agile or lean methodology, to design, test, deploy, and refine your BPA solutions. You should also monitor and measure your BPA results, such as the impact on your process performance indicators, your business goals, and your stakeholder feedback.

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M.R.K. Krishna Rao

Professor in Artificial Intelligence and Machine Learning
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To effectively implement and monitor your Business Process Automation (BPA) projects, follow these best practices: Define Project Scope: Clearly outline what the project aims to achieve, ensuring all team members understand the objectives. Establish a Budget: Allocate financial resources wisely to avoid overspending and ensure sustainability. Set a Timeline: Create a realistic timeline with milestones to track progress and keep the project on schedule. Assign Roles and Responsibilities: Clearly define who is responsible for each aspect of the project to enhance accountability. Utilize Monitoring Tools: Implement software to track performance metrics and identify areas for improvement in real-time.

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5 Review and improve your BPA strategy

The final step is to review and improve your BPA strategy, or the process of learning and adapting from your BPA experience. This involves collecting and analyzing your BPA data and feedback, and identifying the strengths, weaknesses, opportunities, and threats of your BPA strategy. You should also compare your actual state with your desired state, and evaluate the return on investment (ROI) and value proposition of your BPA strategy. You should also communicate and celebrate your BPA achievements, and plan for continuous improvement and innovation.

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M.R.K. Krishna Rao

Professor in Artificial Intelligence and Machine Learning
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To effectively review and improve your BPA strategy, focus on the following best practices: Collect Data: Gather quantitative and qualitative data on your BPA initiatives to understand their performance. Analyze Feedback: Use insights from team members and stakeholders to identify areas of improvement. Identify Strengths and Weaknesses: Conduct a SWOT analysis to assess what’s working well and where there are gaps. Benchmark Against Industry Standards: Compare your performance metrics with industry best practices to find opportunities for growth. Iterate on Strategy: Adapt your BPA strategy based on findings to ensure continuous improvement. These practices enhance efficiency, reduce costs, and drive greater organizational success.

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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 do you evaluate and improve your BPA maturity and performance?

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1 Assess your current state

2 Define your desired state

3 Choose your BPA tools and methods

4 Implement and monitor your BPA projects

5 Review and improve your BPA strategy

6 Here’s what else to consider

Business Process Automation

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