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The Higher Education Guide to Decide What Processes to Automate

by | Feb 24, 2022

Robotic process automation (RPA) is an emerging digital transformation technology with a lot of potential value for higher education institutions. However, many technical leaders of those institutions are asking, “What processes should I automate?” After all, there are so many different tasks that need to be done daily.

How can a college or university determine which ones will provide the most value if they are automated? In this article, we will outline a process for making this decision. We’ll also discuss some of the benefits of automation and how a good plan to implement automation can help higher education organizations run more efficiently.

Understand how the skillsets of computers and humans differ.

Computers are good at completing repetitive tasks quickly and accurately. They can also handle a high volume of data without becoming overwhelmed. Humans, on the other hand, have excellent problem-solving skills to make cognitive decisions and can think outside the box. They are also capable of empathy and understanding human emotions.

Determine which processes can be automated and which need a human touch.

There are many processes and manual tasks that can be automated without compromising a skilled higher education support team. In fact, automation can actually free up employees to focus on tasks that require their unique talents and abilities.

Assess your current operations and processes.

The next step in deciding what processes to automate is to assess your current operations. This involves taking a look at the tasks that are currently being performed and evaluating how much time is spent on each one. You’ll also want to consider how efficient these tasks are and whether they could be improved with automation.

Once you have a good understanding of your current operations, you can start to identify processes that could be improved with automation. It’s important to note that not all tasks need to be automated for an organization to run more efficiently. In some cases, automating just a few key tasks can make a big difference.

Gather information from key stakeholders.

Once you have identified the processes that you would like to automate, it’s important to gather information from key stakeholders. This includes individuals who are responsible for performing the tasks in question as well as those who will be impacted by automation. By getting input from all of the necessary parties, you can ensure that everyone is on board with the proposed changes.

Choose a partner with experience in higher education automation.

When it comes to automating processes, it’s important to choose a partner with experience in the higher education space. The right partner will be able to help assess your current business processes and identify potential areas for improvement. They will also be able to guide how to implement automation successfully without compromising quality or customer satisfaction.

Capacity is a business automation platform helping higher education institutions streamline their operations so that they can focus on what they do best: educating students.

With Capacity, colleges and universities can quickly and easily automate recurring tasks such as admissions, financial aid, student records, and more. Capacity is also experienced in automating the unique workflows of higher education institutions.

Besides RPA tools, Capacity has many features that can benefit students, staff, and faculty. Here are a few::

  • Intelligent document processing to automatically identify and extract the most important information from documents
  • Chatbot functionality to make it easier for students and employees to find answers to their questions, 24/7/365
  • A dashboard where managers can track the status of their workflow in real-time

Develop a plan for implementing automation.

Once you have decided which processes to automate and gathered input from key stakeholders, it’s time to develop an implementation plan. This includes outlining the steps that will be taken to roll out automation and determining who will be responsible for each step. It’s also important to establish timelines and budgets so that everyone is aware of what is expected.

The benefits of workflow automation for higher education institutions.

There are many benefits of automation for higher education institutions. Some of the key benefits include:

  • Increased efficiency and productivity
  • Reduced costs
  • Improved accuracy and knowledge base
  • Enhanced customer service
  • Supporting a sales team with prospective student qualification
  • Reducing the workload and manual effort of employees
  • Reducing human error

When it comes to deciding what processes to automate, it’s important to weigh all of the different factors and make a decision that is best for your organization.

Get started with Capacity and watch your student and staff experiences grow

Higher education institutions who are wanting to start automating processes to improve student, faculty, and staff satisfaction are ready to implement a support automation solution like Capacity.

Universities can attract, engage, and retain students with Capacity. The easy-to-use platform helps faculty and staff with new student onboarding and general student support, so they can focus on tasks that require higher-level thinking. Capacity also automates common processes and can be used as a virtual teaching assistant. 

Capacity is driving the next generation of self-service and helping students stay the course from orientation to graduation. Go live within 30 days.