Best Process Automation Software

An example of process automation is automated file transfers. File transfers can be incorporated into larger workflows that include tasks like encrypting and decrypting the files or entering the information they contain into an ERP system. Likewise, process automation can also be used to automate your database interaction processes without writing a line of code.

The two types of process automation are:

1. Business process automation (BPA)
2. Robotic process automation (RPA)

While BPA (business process automation) and RPA (robotic process automation) both automate business processes, they are different.

• BPA is much broader in its applications and integrations. For example, it includes the use of machines to perform tasks, software, data and storage systems, and integration activities. In contrast, RPA focuses on front-end activities, and mimics human actions to automate functions through bots.

• BPA often requires a large input from IT developers and engineers, while RPA relies on robots that can be trained or are self-trained.

• BPA is used for tasks such as managing and gathering data files, connecting and integrating data sources and services, and automating repetitive manual tasks. RPA more commonly automates basic system tasks or IT functions like email replies, data extraction, etc., or any steps that a human would take, like copying and pasting data into a field.

Process automation tools are tools that empower organizations to automate repetitive and manual tasks while reducing human error and streamlining business processes to improve efficiency and productivity.

Typical examples of processes that an organization could automate are:

• Invoicing
• Sales orders
• Accounting reconciliation
• Data entry
• System queries
• Payroll
• Employee or vendor onboarding
• Staff terminations

Choosing the right automation tool for your organization does not have to be tricky. When doing your research, follow this strategy:

• Make a process checklist: By analyzing and listing down the process requirements, you can get clarity on which processes are crucial and need to be automated. To create your checklist, consider tasks that are repetitive, time sensitive, require a number of employees and pieces, need auditing or compliance trails, are rule-based or standardized, have the potential for high return on investment, etc.

• Set goals: Decide what your organizational goals are and how automation will help to achieve them. Also think about how success will be measured, such as fewer customer complaints, a drop in turnaround time, an increase in profitability, etc.

• Evaluate process tools: Assess various tools in the market and verify the ones that meet all the requirements in your process checklist.

• Alignment objectives: Check whether the evaluated tool aligns correctly with your process and business objectives, which will help you measure the success of process automation once it is implemented.

Some of the most common features of process automation tools include:

• Advanced analytics
• No-code platform
• Security
• Simple bot creation interface
• Source control
• Hosting and deployment option
• Rules-based exception handling
• Debugging
• Less script or scriptless automation
• Seamless integration
• Optical character recognition (OCR)
• Actionable intelligence

The benefits of process automation tools include:

• Elimination of manual tasks: A manually maintained process can become error-prone over time and can get complex. Process automation tools help standardize the processes across various functionalities.

• Better utilization of employees’ time: Process automation tools remove tedious and repetitive tasks from employees. By removing these tasks you can allocate employees' efforts and time to more valuable business priorities. In turn, employees will likely be more satisfied, increasing positive business outcomes.

• Fewer errors: With process automation tools, there is much less capacity for error.

• Transparency in management: Implementing process automation allows owners to truly see and understand their organization. Clearly defined systems allow for deeper insights into the business and provide a possibility for greater improvements in the future.

• Cost optimization: Organizations can prevent revenue loss due to inefficient processes by switching business processes from manual to automated.

• Increase compliance: Having process automation tools eliminates governance, risk, or compliance concerns because all processes automatically happen, there is no cutting of corners and there are no missed steps or forgotten steps in a process.

• Enhanced productivity: When menial and tedious tasks are automated, your organization will gain more time and resources to concentrate on other revenue-generating processes.

• Increased reliability: Process automation tools reduce the chances of errors occurring. This also means the potential backlogs and delays are reduced, making the outcome more reliable and authentic.

• Improved scalability: By using process automation tools to automate processes, your organization can rest assured that its operations can scale up seamlessly.

While process automation is hugely beneficial to organizations, it does have some challenges.

• Pushback from employees: Because process automation tools replace many tasks often performed by humans, employees may be skeptical about it and resist its adoption.

• Errors in implementation: One of the most important steps when creating a process automation is breaking down all the steps of a process. If steps are missed, the system will not work properly.

• Trying to implement everything at the same time: Trying to overhaul a massive system all at once requires all employees to be trained at once and all software and hardware to be operational at the same time, which will not work.

• No goal management: Once your process automation system is up and running, goals and key performance indicators can often get overlooked or may get completely ignored. Checking in on workflows and monitoring continued goal achievement becomes a task that may be forgotten.