Workflow automation made (even) easier
We’ve spoken a lot about the benefits of workflow automation, such as reducing human error, increasing speed, efficiency and productivity, improved security and ultimately a better experience for customers. Yet to the uninitiated, the process of setting up a workflow, across multiple departments and remote locations, is understandably daunting.
Many make the rookie error of simply automating individual tasks when actually an optimal workflow is about orchestrating bigger-picture automation across tasks, divisions, regions and countries a business may operate in. At Kyocera, we understand that your business might not have its own automation experts, which is why we are here to help you design and implement the most efficient system for your organisation.
Before helping to design and implement the most efficient system for our client, there are some things to think about to ensure that the automation process goes smoothly and responds to solve the customer’s pain points:
1. Identify your pain points
A manual system is often fraught with human error, which usually has negative knock-on effect. However, many of these will probably only come to light when you start identifying specific pain points. An effective workflow will not only eliminate these pain points, but will also ensure that tasks aren’t needlessly duplicated across teams.
2. Define your target areas
Business owners need to come to grips with the nitty gritty laborious manual tasks that take place across the business, ultimately stealing employees’ time and productivity. Conduct an audit across the various divisions and work with teams to identify and understand the manual tasks that are slowing them down. Interrogate areas where bottlenecks occur, or communication breaks down. Once this has been established, define your target areas where workflow automation will ease the strain on employees.
3. Draw up a plan that works for everyone
Taking the targets and pain points into consideration, draw up a holistic plan to set up workflow automation. Think about which areas need automation the most, which areas will provide quick wins and consider how you can move systems and operations to automation with minimal downtime.
4. Work with employees to establish solutions
Once you’ve established what the most challenging manual processes are, work with the relevant staff members to create an automation solution that works best for them. As the ‘owners’ of specific tasks, these employees are best situated to understand how workflow will affect the tasks before and after their designated responsibilities. Use a mapping tool and get consensus on what steps should become before or after a task.
Our business automation expertise at Kyocera is built on a track record across key vertical sectors and industries. Aside from technological expertise, we also understand the human side of change management and workflow automation implementation. This approach fits in perfectly with our philosophy, which tells us to do the right thing as human being.
Greg Griffith, Manager - Senior Product Manager - KYOCERA Document Solutions South Africa Pty Ltd
