Leveraging Automation for Better Business Performance: What You Need to Know

Automation has become the key to improving efficiency and productivity in today's fast-paced business world. As technology advances, it's important to do more than just set up automated systems; we must keep them working well and ensure they help meet company goals.?

In this article, I will outline essential strategies to maintain and optimize the performance of your automation infrastructure, ensuring that it consistently supports your business goals for efficiency and productivity while staying adaptable to future demands.

Identifying which processes and workflows are ready for automation and who should manage them is key to successful implementation.?

Here's how to strategically approach identifying your automation candidates:

1. Routine and Repetitive Tasks: The first step in choosing which processes and workflows for automation is to identify routine and repetitive tasks. These might include data entry, scheduling, report generation, and invoicing operations, which require consistent repetition and minimal variation.
2. High-Volume Processes: Tasks performed frequently or in large volumes are prime candidates for automation. Automating these tasks can lead to significant time savings and error reduction. For example, customer service queries that follow a standard pattern can be managed through automated response systems or templated email responses.
3. Rule-Based Activities: Processes governed by clear rules or guidelines are easier to automate. These include algorithms for pricing, basic employee onboarding checks, and compliance monitoring. Automation tools can perform these activities faster and more accurately than human counterparts.
4. Data-Driven Decisions: Processes that require data collection and analysis are also ideal for automation. Businesses can quickly gather and analyze large datasets using automation tools to make informed decisions. This includes market research, analytics reports, and inventory management.
5. Time-Sensitive Tasks: Processes critical for timely operations, such as order processing or real-time customer service, benefit greatly from automation. Automating these processes ensures they are completed within the required timelines, enhancing customer satisfaction and operational efficiency.

Appoint a Process Owner

Once you have identified what you want to automate, you should appoint a process owner. The role of a process owner is critical in overseeing the transition into automation. This team member must possess a strong understanding of the current process, the technical skills to manage the automated system, and the ability to foresee integration challenges. They should have the authority to make decisions regarding the process and be responsible for the system's performance post-integration.?

The process owner acts as a bridge between the technical and operational teams, ensuring that all parts of the organization are aligned and that the automation delivers the intended benefits without unintended disruptions.

Develop a Maintenance Plan

Now that you know what you will automate and who will do it, you should develop a maintenance plan. A well-structured maintenance plan is essential for your automation to continuously drive value.?

This plan should include routine checks and updates to the automated systems to ensure they function as intended and adapt to new challenges as they arise. Regular maintenance helps prevent system downtimes and optimizes performance, which, in turn, maintains workflow continuity and operational efficiency. The plan should also involve a responsive troubleshooting process to resolve any issues quickly, minimizing the impact on daily operations.?

Ongoing Training and Support

Implementing new technologies requires some adaptation from the human side of the organization. Training and continuous support are essential to smoothing this transition. Effective training programs should cover how to use the new systems and how these systems integrate into the broader work processes.?

Support should be readily available, with specialized IT and process managers equipped to handle inquiries and issues as they arise. This approach helps alleviate any apprehensions about new technology and empowers employees to make the most of the automation tools, leading to a more productive and engaged workforce.

By methodically choosing the right processes for automation and assigning dedicated oversight, businesses can enhance efficiency, reduce costs, and improve overall performance. These steps ensure that once automation systems are in place, they remain effective and relevant, continually contributing to the organization's efficiency and productivity goals.

Carrie Wulf is a dynamic operations expert and the founder of Wulfden Professional Solutions. With a keen focus on empowering women-owned small businesses and coaching practices, Carrie specializes in enhancing client journeys and business processes. She is adept at delving into the intricacies of technology stacks and operational procedures, employing Lean methodology to rejuvenate and streamline business operations. Her signature S.P.A.R.K. Method is centered on reducing waste and redundancies and streamlining processes. Carrie's passion lies in rekindling her clients' original spark of excitement when starting their business, guiding them toward sustained growth and success.

Connect with Carrie on LinkedIn if you haven’t already done so!

If you’re ready to take a deeper look at the technology and systems you’re running your business with or want to learn more about getting your S.P.A.R.K. back, you can learn more here.