Business process automation tools are essential for any modern business looking to stay competitive in a rapidly changing market. Seriously. The BPA market is growing fast. From 9.8 billion USD in 2020, the BPA market is expected to reach 19.6 billion USD by 2026. But getting the right business automation tools can make or break your competitive edge.
You know the benefits. Automating your processes allows your team to streamline routine tasks and free up their staff to focus on more important projects. Increase efficiency, reduce costs, eliminate errors, and improve customer experience. With the best tools in place, you can do all of the above. That’s why we’re here to help you find the right business automation tools and get you on the path to success.
6 Steps to lay the groundwork for business process automation tools
You can’t just go out, put a BPA tool in a shopping cart, and start running. To find a BPA tool, you need to know what implementation looks like and what your company needs from business process automation in the first place. Then, you need a strategy – a framework for an automation strategy that supports each part of your team.
Before you commit to a tool, you’ll need to do some groundwork to ensure you’re picking the right tools for your team. With these 6 steps, prepare your team to successfully find and implement business process automation tools.
1. Understand the fundamentals
First, you’ll need to research the fundamentals of business process automation tools. Think of BPA as a puzzle. Each piece represents a different element of automation, like workflows, rules, and integration. Just as a puzzle requires all its pieces to fit together to create a complete picture, understanding the fundamentals of BPA is essential to comprehend how different aspects work together. This will help you know where BPA can help your team.
2. Blueprint the right path
Learn how to analyze and design business processes for automation. Before adding a BPA tool, map out existing processes, identify bottlenecks, and consider where automation fits. This mapping can take some time, but it’s essential. Interview your teammates to discover inconsistencies and inefficiencies. Then, chat with customers about where they notice hiccups in your workflow. Then, create your blueprint. Like with a building blueprint, you will need to assess your current structure, identify areas for improvement, and design a plan to construct a more efficient and automated process.
3. Assemble the tools
Explore business process automation tools and techniques that streamline repetitive tasks and standardize processes. (Stay tuned for what questions to ask to find the right tools). Before you go out and make your purchase, understand how to create workflows, define triggers, and automate data flow. Then, train your integration team on how BPA tools work so you can make informed decisions as you research and test out the best platform.
4. Integrate your systems
Any good BPA tool should integrate with your existing systems. Before you request information from a company, explore integration techniques to connect different systems and facilitate data exchange between them. Your IT team should understand APIs, data formats, and integration patterns. Think of integration as building bridges between different islands. Each island represents a separate system, and the bridges enable smooth communication and data transfer between them. An integration plan is a vital part of a successful BPA implementation.
5. Analyze and optimize
You will need to know whether or not your business process automation tools are having an impact. Explore analytics and process optimization techniques to identify areas for improvement. These data points can serve as your control metric so you can measure the effect of BPA later. Analytics will be like your GPS navigation system. Gather data about your current location (process performance), analyze it, and find the best route (optimization) to reach your destination efficiently. Then, once you add your BPA tools, you’ll have a metrics framework already built.
6. Manage your processes
Someone will need to own your business process automation tools. Automation takes continuous management and improvement to sustain success. For smooth adoption, assign a team to own the implementation and management of your business process automation tools. Imagine they’re like a conductor leading an orchestra. The conductor ensures that each musician plays their part in harmony. In the same way, you need a manager to orchestrate different automation processes, ensuring they work together smoothly.
Your essential RFI checklist to discover the best business process automation tools
You’ve got the groundwork laid. Now what? Let’s say you go to search business process automation tools online, and – sheesh! – there are thousands of options. So, how do you narrow the list to find the tools that work for you?
If you’re like me, making lists can help you clear your head and get direction. So, I’ve made a list for you! That way, when you send out the next request for information (RFI), you have a list on hand that covers the full scope of discovery questions. Let’s dig in.
Company overview: Get to know your vendors
- Please provide a brief overview of your company, including its history, size, and industry experience.
- What is your company’s mission and vision for BPA solutions?
BPA features: Gather a feature list
- What are the key features and functionalities of your BPA tool?
- How does your tool support process discovery, modeling, and automation?
- Can your tool handle both simple and complex process automation scenarios?
- What automation capabilities does your tool provide for integrating with existing systems and applications?
- Does your tool offer workflow management and collaboration features?
- How does your tool handle data extraction, transformation, and integration?
- Does your tool support the automation of both structured and unstructured data processes?
- What analytics and reporting capabilities does your tool offer to track and monitor process performance?
Implementation and integration: Envision your implementation
- What are the deployment options for your BPA tool (cloud-based, on-premises, hybrid)?
- How easy is implementing and configuring your tool within our existing infrastructure?
- Can your tool seamlessly integrate with our current systems and applications?
- What level of customization is possible to tailor the tool to our specific business requirements?
- What technical support and resources are available during the implementation phase?
Security and compliance: Prioritize your safety
- How does your BPA tool ensure the security and privacy of our data?
- What security measures and protocols are in place to protect sensitive information?
- Does your tool comply with relevant data protection and privacy regulations (e.g., GDPR, HIPAA, CCPA)?
- Are there any compliance certifications or audits that your company has obtained?
Pricing and licensing: Identify all the fees
- What is the pricing structure for your BPA tool? Is it based on users, processes, or other factors?
- Are there any additional costs for implementation, training, or ongoing support?
- Do you offer flexible licensing options or subscription models?
Support and training: Be sure they have your back
- What support options do you provide for your BPA tool (e.g., phone, email, chat, dedicated account manager)?
- Is there a knowledge base or online resources available for self-help?
- Do you offer training programs or documentation to assist with tool adoption and user onboarding?
- Can you provide customer references or case studies demonstrating successful BPA tool implementations?
Ready to get started? Meet Capacity
By including these questions in your RFI, you’ll gather valuable information from vendors to evaluate whether they suit your organization’s needs and goals. You’ll be on the road to successful automation in no time.
Need a place to start your search? Capacity offers business process automation that helps teams do their best work. Try it for free, or request a personalized demo today!
