I. What is automation system?
It can be said that an automation system is the use of technology to control different types of equipment and machines without the direct influence of humans. Not only that, this can also be the coding of simple jobs that can be performed automatically on the system to avoid wasting human resources.
To be able to have an automation system, companies must conduct Automation of their business processes.
II. The Importance of Business Process Automation Systems
1. Save the time of workers
With the characteristics of automation, the Automated Process Management System will support employees and managers to perform a series of simple, repetitive tasks that can be replaced by technology software such as document storage, digital signing, automatic reporting through features on the system, etc.
One study found that office workers spend 2.12 working hours on administrative tasks such as searching for information, browsing paperwork, and handling documents. Therefore, it can be affirmed that the automation of business processes will be a tool to help companies save working time.
2. Job management automation system helps reduce operating costs
As research shows, organizations lose 20% to 30% of revenue each year due to inefficient processes. Converting business processes from manual to automated will help companies reduce errors caused by human manipulation. In fact, the reduction in operating costs thanks to companies automating processes has increased the company's profits by 8%.
3. Make business processes more efficient
When cumbersome tasks are handled with a digital solution, multiple processes can be handled concurrently. Besides, the fact that the system recognizes your organization's work process is also "standardizing the process". When a series of predetermined steps are performed consistently, the problem of deviation is very rare.
4. The management of records and papers will be simpler and easier
Thanks to the process of designing the automation system, each stage of implementation is always recorded on the system. That helps companies:
- Keep track of related documents, check old data
- Set up automatic work progress reports
- Check the ability of each individual to complete the work
5. Deliver a better customer experience
Automation helps services to be delivered to customers faster and more accurately. Besides, the business has an automation system that will make customer support much simpler when you can easily retrieve their information instead of spending hours searching for documents.
III. What should be kept in mind when building a process automation system?
For each different operating model, the thinking and requirements for an automation system are also different. However, when starting to build a digital business model, the following issues will be the biggest barriers for organizations:
1. Compatibility and cost of technology application in enterprises
Depending on the model and age, the company will have its own process system. So, when there is a need to apply automation to the company, the manager will have to face is whether any new system you implement will blend well with your existing resources. And no matter how the old and new systems interact, there will be a real monetary cost involved in combining the two systems.
2. Confidentiality
Applying technology to automate operations will help organizations work faster and more efficiently. But, besides that, the company also faces a series of problems about information holes and security. To be able to master technology, the most important thing is to require your business to have human resources who understand the technology, the company's processes, …
3. Integrating infrastructure with technology systems
Successfully growing your automation initiatives is not possible without a scalable, flexible infrastructure.
Likewise, integration and automation go hand-in-hand – any business process of a certain complexity has the potential to touch multiple systems. That means the ability to seamlessly connect systems in your smart workflow is non-negotiable.
IV. Applications of business process automation
1. Automated system to support employee onboarding process
Manual collection of worker data would be unsafe, in violation of GDPR requirements. Therefore, companies need to find a human resource management software that can help the organization handle all issues related to employee data and information. A specialized software can securely collect data, authenticate IDs and share corporate brochures (Working style, company culture, …). Once the identification phase has been completed, the contract can be automatically submitted and digitally signed. Finally, employment contracts and attachments will be securely stored, easily accessible and GDPR compliant.
According to research, using automation will save businesses 76% of time and 30% of money.
2. Automated systems in banking and financial services
According to research from experts, manual customer outreach accounts for about a quarter of the cost base of banks. In the current time, some banks have automated business processes through the use of KYC processes by: ID card verification, face verification, biometric verification, etc.
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