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Aaron Rodriguez explains how to implement process management automation

Experts and market analysts agree that the new reality after today’s pandemic will impose a new paradigm. It will no longer be enough to be effective for a company to survive; it will be essential to be efficient, to offer the best product or service, with the highest quality at the best cost and in the shortest time. Something happens by optimizing to the maximum the human and technical resources available to the company by implementing process automation. Aaron Rodriguez, an expert in business optimization, explains how to implement process atomization for overall improvement.

“When we talk about process automation, we usually think of robotic systems that can replace humans in the most tedious and repetitive tasks. But in reality, it is, and should be, much more than that,” Rodriguez points out. “The new applied software systems make it possible to optimize multiple operational points of the company while minimizing the margin of error.”

Process automation includes very diverse areas of activity. From marketing and sales, developing campaigns and KPI analysis, to human resources, dealing with recruitment and selection management. Other activities to highlight are financial administration: generation of electronic invoices, payment to suppliers, payroll management, or the management of processes linked to business operations, such as production or logistics. “Considering the whole process in a comprehensive and integrated way, like transversal, is essential for the automation to be fully efficient,” Rodriguez asserts.

It is important to consider which tasks or processes are susceptible to automation, as each company is different. We can group these tasks according to the functions they obey and by the most characteristic processes in any company: Marketing and sales processes, campaign development, and KPI analysis. Human Resources Management, for the organization of personnel and the performance of recruitment and selection tasks, among others.

Automation of administration and finance processes (generation of electronic invoices, payment to suppliers, payroll management, etc.). Processes linked to business operations: related to the areas of production and logistics. Of course, there may be many other areas or departments whose activities can be automated, but these are really the most important ones.

To implement process automation, it is important to implement an automation process that opens up many opportunities, but at the same time, it requires avoiding all the risks involved in acting on the operational dynamics of the company. It is necessary to entrust its management to an expert. Rodriguez recommends considering these preliminary phases:

First, the key information must be defined and the activities carried out by the company must be analyzed. To this end, it is essential to draw up a scorecard specifying the duration and purpose of each task, the employees who perform them, their scope, etc.

Then it is important to find the most appropriate RPA tool for the company. There are many alternatives on the market: UiPath, Microsoft Power Automate, etc. Keep in mind that only an expert who is not exclusively linked to one of these tools can objectively advise you on the best one for your company.

Thirdly, it is necessary to set the key indicators, KPIs, of the automation process. “As always, we must set indicators that help us to analyze the impact of the implementation of the tool. These must be applied to each process in accordance with the company’s strategic objectives. The previous experience of the implementing supplier is essential to reach the optimal point of activity as soon as possible,” says Rodriguez.

And finally, it is necessary to prepare everything necessary for the implementation of the model on the chosen platform. The best thing to do is to start with the training of the management personnel in the use of the platform, carrying out a first simulation or test before taking the implementation step.

Once all this is done, it is possible to start the implementation of the process with a guarantee of success. It is very important to consider that the process provides permanent information that must be analyzed and evaluated in order to progress in efficiency.

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