Should I Automate this IT Process?

In the fast-paced business world, efficiency is vital. We want to complete tasks as quickly and inexpensively as possible. Imagine if there was a way to make your work processes smoother and faster using technology. Well, there is! It's called automating IT processes.

But how do you know if a manual process should be automated? Will automation help you save money, and If so, how?

What is IT Automation?

Automated IT processes are like having a digital assistant for your business tasks.

Unlike manual processes, where humans perform each step, automated processes use technology to handle repetitive tasks and decisions. Imagine sending hundreds of emails individually versus using an email platform to send them all at once – that's automation at work.

Automated processes follow predefined instructions called algorithms, executing tasks quickly, accurately, and without the risk of human errors. When correctly configured and utilized, automation can save time and resources and unlock the potential for more efficient and productive operations.

However, misconfigured automation can cause additional stress, costing time and resources. Talk to your IT provider or internal IT team to ensure automated processes are set up correctly to prevent frustration and inaccuracies.

How Do I Know if a Manual Process Should be Automated?

Figuring out if you should use automation is like deciding if you need a tool to help you. You may be able to make a smoothie by smashing fruit, but it's much faster and easier to use a blender instead.

Automated processes act like using the blender—simplifying your process and getting the same or better result than doing it manually.

Here are some questions to consider when you're thinking about changing to an automated process:

1. Are you doing the same thing again and again?

If you find yourself doing the same task over and over, automation might be a big help. Things like entering data, moving files, and backing up information are perfect for automation.

2. Is it Complicated?

Some jobs need a lot of thinking. If a process requires lots of decisions, it can still be automated, but it might be a bit trickier to set up.

Automation is usually more beneficial for simple, repetitive tasks that don't require much thought or human interaction. If a job is complicated, it's more suited to a manual task with human involvement.

3. Is business growth making it hard to keep up?

As your business gets bigger, can the process keep up? Automation is like a worker that can handle more work without getting tired.

What tasks could your employees focus on if they could automate their simple, repetitive tasks?

However, automation may be unnecessary if employees complete tasks well and without stress as your business grows.

4. Could automation help with accuracy?

People can make mistakes – it's normal! But when those mistakes cost time or money, automation can help keep things accurate.

However, you may benefit from an expert's help setting up automated processes. If automated processes are configured correctly, they can accurately perform tasks. However, if they are misconfigured, they can cause more frustration, costing time, accuracy, and money.

5. Could automation save you time and manpower?

Think about how much time and how many people it takes to do a task manually. Automation can free your team to focus on more pressing or complicated tasks.

6. Could automation reduce the time it takes to gather data?

If a process gives you essential information, automation can help gather and analyze that data quickly.

Why Checking Your IT Processes is a Big Deal

Evaluating your IT processes can help determine which IT tools and systems best benefit your company and clients. It can also help narrow down processes primed for automation.

1. Is this process using resources wisely?

Money and people are like tools in a toolbox. When you check processes, you can decide which ones need help from automation tools.

2. Is this process giving me "more bang for my buck?"

Automation is an investment to begin. By checking processes first, you make sure the benefits you get are worth the money you spend.

3. Is this process improving my work?

Automation isn't just a fancy tool; it's a chance to improve your work. When you look at your processes, how are they helping your workflow and results? Would the process benefit from automation, or does it reap more benefits from human involvement?

4. Does this process help your team?

Automation can be a significant change for your team. Does a manual process help your team accomplish its tasks? Could the manual process be improved with new tools or training? Or could automation help?

5. Does this process move you toward your goals?

Every business should have goals for growth. Often, these plans involve the tools and technology to help them reach their goals.

When you check processes, ask yourself, "Does this process align with my goals? Is it helping me move forward or holding me back?"

If you are unsure if an IT process complements your goal, talk to your IT provider or internal IT team. They can help evaluate the process and recommend better tools or automation to meet your needs.

Is My Manual Process Costing Me More Money?

Sometimes, a manual process is the best way to perform a task. However, manual processes can sometimes cost additional resources like extra time, frustration, or money.

1. Does this manual process eat up my time?

Manual work takes time. The more time you spend on it, the less time you have for other important stuff. That can slow down how much money you make.

Imagine you're in a race, and your competitors have speedy cars while you're walking. Manual processes can be slow, making it hard to compete with businesses that use automation.

2. Does this manual process increase the chance of mistakes?

Everyone messes up sometimes. But when you're doing things by hand, mistakes can cost money and time, especially if you have to fix them.

3. Does this manual process cause me to miss opportunities?

If you spend too much time on manual work, you might miss chances to do new and exciting things that could bring in more money.

As your business gets bigger, doing things by hand becomes more difficult. You might be unable to keep up with all the work, which can mean lost profits.

Next Steps for Evaluating Your IT Processes

Switching from manual to automatic IT processes can be like upgrading from a regular bike to a high-tech one with a motor. It helps you go faster and smoother.

Remember, not all processes need automation, so choose wisely. Checking your processes before automating them can help ensure that automation can improve them.

Examine your IT processes to see where they can be improved and help you save time and resources. For some, this may mean streamlining the manual process. For other tasks, automation may be the next step. However, if you have a solid, efficient process, you can't fix what isn't broken.

Talk to your IT provider or internal IT team to evaluate your IT processes. They can help recommend better tools, practices, and potential automation for appropriate tasks and procedures.

A quality IT provider will use your IT roadmap to see where new tools and processes fit your long-term business goals and budget. It is a service red flag if your provider has never constructed an IT roadmap with you.