Automating Processes: Everything You Need to Know

Automating and digitizing processes is high on the agenda for many organizations. That's no coincidence. Every organization has repetitive, commonly occurring tasks or activities that take up a lot of time. These processes are often complex, which means they demand a lot of attention.

With process automation, tasks can be simplified, leaving more time that can be invested in the growth of the organization. In this blog, you'll find everything you need to know about process automation. From the definition of process automation to concrete examples, and from the benefits of automating processes to how you can get started with it.

What is process automation?

To clearly explain what process automation is, it's important to start with the definition of a process. A process is best described as a series of activities resulting in a predetermined goal/outcome.

Process automation is the automating and speeding up of these (complex) processes by applying the right technology.

Companies/organizations that automate processes often have the following goals:

• Automating/speeding up repetitive tasks
• Centralizing information
• Minimizing the number of manual and error-prone steps in a process
• By automating commonly occurring tasks, you create time and space for more important work

Why automating processes is so important for companies and organizations

Nowadays, automating processes is an indispensable tool for growth for organizations of every size. Whether you want to simplify a process, reduce the number of errors, or lower costs, automating a process saves you time.

Organizations with limited resources that are nonetheless growing quickly can especially benefit from process automation. By making their processes more efficient, they can scale up faster and more easily when needed.

Especially with common or repetitive tasks, automating your processes can really make a difference. It is important, however, to do this with the right approach and tools. Only then does more time open up for what really matters: adding value to your organization.

Some examples of processes you can automate:

• Automatically sending out invoices
• Sending payment reminders
• Processing online orders

The benefits of automating processes

The fact that so many organizations are working on digitizing and automating is of course no accident. This is because process automation offers many benefits. Some of the main benefits organizations experience are:

• Shorter lead time: Reduce the time needed for repetitive processes.
• Fewer errors: By automating tasks, you significantly reduce the chance of human error.
• Cost savings: More efficient processes mean less use of resources and lower operational costs.
• Scalability: Companies/organizations can grow faster without creating extra workload.
• Better collaboration: Teams can collaborate more easily because everyone has easier access to the same data.

To get the most out of the benefits of process automation, everything of course depends on a good plan. Below you can already find a few tips to keep in mind if you want to start automating your processes.

How do I start automating processes?

Do you have plans to automate the processes within your organization? Then keep the tips below in mind before you get started:

1. Identify repetitive tasks: Map out recurring processes that require a lot of time and manual actions.
2. Choose the right automation tool: Select a tool that fits your needs, is easy to implement, and that everyone involved can work with well.
3. Start small and scale up: Select a specific process and try to automate it successfully. Then expand the number of processes you want to automate step by step. This way, the impact becomes visible quickly, without losing track of the bigger picture.
4. Involve the team: Make sure employees understand how the solution works and what benefits it offers.

Accessibility of process automation

Process automation is often seen as a complex and time-consuming process that can only be carried out by IT specialists. In reality, user-friendly tools nowadays make it possible to optimize processes faster and more efficiently — without the complex technology, high costs, and long lead times of traditional software development.

With low-code solutions such as Mendix or Power Apps, custom apps can be developed in a short time to digitize and automate tasks. Because the development process is made visual and elements can be dragged into the app using drag-and-drop functionality, developing tools for process automation is more accessible and flexible. This results in less dependency on large IT teams and faster implementation at lower cost.

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Case: Process automation at Connex

For example, we used the low-code platform Mendix to develop an app for Connex that lets them track the traceability of raw materials. When buying and selling renewable energy sources, Connex is required to register all information per product in a certificate. Previously, a manual process had been developed for this that took a lot of time. Certificate administration took place in a large Excel file. This process was error-prone, and the team also found it difficult to collaborate well in an Excel file. That's why Connex wanted to automate this process with Mendix. The app was completed in 12 weeks. The result? Generating certificates is now faster and, moreover, much simpler. The documents generated from this app are also always 100% correct.

Read the case

Misconceptions about process automation

Process automation seems like a big and complex step for many organizations, but in reality it's more accessible than ever. Yet stubborn misconceptions still persist:

• "Automation is only for large companies."
  This is a common myth. Modern automation tools are scalable and suitable for companies of any size. Smaller organizations can get started with this too now.
• "You need technical knowledge."
  Thanks to user-friendly automation solutions such as low-code platforms, processes can be optimized without in-depth IT knowledge. Visual interfaces and drag-and-drop functionality make automation easier than ever.
• "Automating costs a lot of money."
  Although an initial investment may be needed, process automation actually saves costs in the long run. By working more efficiently and reducing human error, operational costs go down and productivity goes up. Moreover, more and more affordable low-code solutions are becoming available, letting you automate step by step.
• "My process isn't suitable for automation."
  Virtually every process contains repetitive tasks that can run more efficiently with automation. From administrative tasks to customer communication and inventory management — automation can be tailored to improve specific workflows. By looking critically at your processes, you'll often discover that much more is possible than you think.

With the right tools, any company can work smarter and organize processes more efficiently.

Ready to start automating your processes?

Process automation is one of the best ways to increase efficiency and drive growth. Start with small steps and discover how automation can digitally transform your organization.

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Written by Shane Phagoe
Low-Code Consultant