Businesses today need automation to scale their best. According to a report, almost 20% of business operations and processes are spent on monotonous and repetitive computer-based tasks. Bringing the intelligent solution to such processes, automation works wonders!! It enhances the business potential by requiring minimal upfront investment. Even if there are a variety of traditional solutions that facilitate this approach, none of them can execute as seamlessly as a successful RPA implementation.
RPA marks a considerable amount of time, which is lost on processes repetitively done via human intervention.
What is Robotic Process Automation (RPA)?
In simple words, It is a technology that employs computer software equipped with bots to perform tasks by emulating human actions.
Primarily used to automate the mundane repetitive and high amount activities. RPA works efficiently by capturing data, interpreting responses and communicating with other connected devices in an organized and systematic manner.
Struggles with RPA
Even though companies today have acknowledged the importance of RPA in improving their process efficiency, most businesses struggle with RPA implementation.
And this happens because of the major two reasons:
- They are not able to accurately assess the particular process for which automation is required
- Or they fail to get approval for RPA designing & integration.
So, if you are looking for a smooth & hassle-free implementation of RPA, do follow a precise roadmap that will balance your key requirement. Stay tuned to know the 5 -step formula for a successful RPA implementation.
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5 Step guide to a Successful RPA implementation
1. Identify the Process
The first step of the road map starts with the selection of the process that the company wants to automate. The transformation needs to be assessed well.
Go through the operations, within and across the departments to understand what segment demands the automation to perform at its best.
As the majority of businesses operate in a complex environment, conducting such analysis is challenging.
Hence, follow the attributes mentioned below to consider and evaluate the suitability of the automation process
- The total number of transactions that can be performed without human intervention.
- The number of resources that will be required to execute the repetitive tasks.
- The possible constraints which might obstruct the possible benefits of automation.
- The set of rules that lead the process to be mechanically defined and programmed.
- The relevance and sensitivity of a process in the overall organizational workflow.
Besides these attributes, factors like compliance requirements, possible impact, cost-effectiveness, technical complexity, and data privacy also come in handy for identifying the processes. So, take this step seriously if you want to end up in a successful RPA implementation.
2. Managing the People
RPA not just automate the machine processes, but also make changes in the people management. Hence, convincing employees becomes vital after identifying the process. Because you can not let the communication gap destroy the efficiency of automation.
You need to have transparent communication regarding the procedure and its importance.
The unease that accompanies automation is natural, and that is why it needs to be adequately addressed by having open and honest discussions.
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RPA works on the simple logic of filtering out redundancy and improving productivity. It doesn’t promote the replacement of jobs. It would be better to build a cross-functional team from amongst the employees to oversee successful RPA implementation. Educate & empower the team to deal with operational challenges while facilitating the proliferation of RPA technologies.
This phase also demands coordination with departments like IT & HR to make sure that the incorporation and configuration of RPA are absolute and complete.
Once the business gets ready to embrace the new, you can focus on the selection of a competent RPA vendor.
3. Selecting the Vendor
Every industry has its specific requirements, and to fulfill them, they require RPA vendors who understand their needs and offer customized solutions.
And for a successful vendor selection, organizations are advised to self evaluate the specific tools that will be required for a successful RPA implementation.
A checklist to keep in mind while selecting the vendors of a successful RPA:
- The expected time & cost that they would require to deploy software bots.
- Provisions made for encrypting stored data and ensuring its privacy and confidentiality.
- Checkout their ability to work on bots that can be further utilized to handle transactional fluctuations and financial complexities.
- The alert mechanism on the process error or a data breach.
- The availability of an audit trail feature which records every action taken by the bot, thus, enabling performance monitoring.
- Ask for the adaptability of their supplied RPA tools with changing technologies.
Apart from that, check out their technical verification along with their organizational credentials. While, Previous association, governance history, and development experience. Ultimately, It is the vendor automation capabilities that can help you implement Robotic Process Automation skilfully.
4. Implementing The Idea
Before the actual execution, it is essential to have a carefully structured approach that will define the outlines of your overall strategy. Initially, assign a team to identify the requisites and provide guiding principles that will help individual business units drive automation.
Now you can choose an implementation partner which can either be an RPA vendor or an in-house talent.
Irrespective of your choice, make sure the necessary functional intricacies, domain expertise and technical competence are there to undertake successful RPA implementation.
Moving to the next step, design a comprehensive process map and highlight the specific area, which you want to automate. Document this map, specify the exact role that you expect RPA bots to play and program accordingly.
While programming, ensure the various departments and individuals involved are operating in sync. And when the module is completed, run a few tests.
In between, charge the team by randomly selecting bot outputs and reviewing them. Evaluate the results which have been obtained during this test run and use them to rectify bugs if any.
If the bots are working fine, configure them to handle changes. and inform all the stakeholders of their roles and responsibilities concerning robotic process automation implementation.
Finally, double-check your emergency plan and go live! yay!!
5. Measuring The Performance
The RPA implementation would be of no worth if you can not see the benefits or growth after implementation.
So, formulate key performance indicators also referred to as KPIs to find out the success rate of your RPA implementation.
The common KPIs include:
- Measuring the efficiency of RPA deployment for the back-office processes.
- Figuring out whether the productivity of employees has increased or not.
- Calculating the accuracy of the output, that will be positive for sure!!
- Analysing the compliance reports of RPA, i.e., the efficiency with which the bots are joined to rules and regulations.
Above all, An open assessment would highlight the possible differences and give you the required time to correct them.
Here after the latency period, carry out such tests so that any gaps left in the successful RPA implementation plan can be timely identified and corrected.
So, This is all you need to consider for a successful beneficial RPA implementation.
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