Do you want to get rid of Excel lists?
14 September 2021Do you also get irritated when you have to do double work? Or when you have to copy and paste data from one program to another. Or when you want to send a mailing you have to check the Excel list again for current email addresses? Do you still have to retype incoming emails from the web form into the CRM? By automating processes you have fewer annoyances and save time!
Where do you start if you want to automate?
How can IT support the daily work that needs to be done? Which automation provides the most time savings? Which tasks cause the most annoyances? In automation the process must be difficult enough to see the benefits of automation and easy enough to be able to automate. The process must also be important so that automation really delivers something.
The steps in process automation
- Inventory of processes
It starts with inventory, the tasks performed by different people to deliver a product or service are mapped. How is the task performed? By whom is the task performed? Why is it done this way? Is this a convenient way or can it be done differently? - Establish foundation
After inventory the process description of the tasks is made and together it is determined where the biggest bottlenecks are and how these can be automated with software. Important to know is also which tasks benefit most from automation? Where can the most time savings be achieved? Where can the most frustrations be removed? - Draw blueprint
Each process is recorded in a flowchart and described step by step. What are the steps of the process and who is responsible for which part of the process. - Wireframes
When the blueprint is drawn and the processes are described, sample screens can be made. You get an idea of what the software will look like. - Estimate time and costs
How long does each process currently take and what are the costs? What is the estimated investment of the new software to be developed and does this outweigh the profit achieved? - Consultation with employees
It is important that the employees involved remain informed. They will soon have to work in a different way and it helps if they are well involved from the beginning. - Smart improvement method
Processes are set up in a smart way with the aim of simplifying, speeding up and reducing the number of errors. By improving processes customer value will increase and the business strategy will be executed more effectively. - Step by step
By starting with the simpler processes you gain experience with automating business processes. After the automated process is put into use you can then tackle the next process step by step. This way you keep control of development and can adjust in the meantime. Costs are also phased this way. - Testing
The testing phase is an important phase. Thorough testing must always be done before stopping the old way of working. This testing takes time and must be done carefully. Plan sufficient time for this phase! - Implementation
When the test is successful the automated process (the online application) can be put into use and the time savings are immediately noticeable. Don't forget to evaluate regularly. Once people are used to the new way of working, new ideas and wishes often arise.
We ensure that you have control over expectations!
Do you also want to achieve more by automating processes? Ask about the possibilities, we are happy to make an appointment to investigate this further. Contact Sonja van Breen.
