What is RPA?

What is RPA?

Robotic process automation (RPA) is the use of configurable applications and other technology, referred to as a software “robot” or “bot,” to recognize patterns in a company’s workflow. It then configures applications to trigger a response based on input, manage transaction processing, and data manipulation, while enabling communication within digitized systems.

SaaS vendors often include these tools within a suite of artificial intelligence (AI)-powered tools. Advanced solutions will feature a drag-and-drop workflow builder—enabling teams to automate tasks via a simple user interface. As AI and machine learning (ML) proliferate, these systems are becoming standard in every industry—from customer service to data entry.

With RPA tools, you have the flexibility to meet your current demands regarding the number of types of tasks to achieve an objective. The solution allows you to accommodate specific requirements to reach selected goals. The robotic workforce can adjust to assignment- and time-specific requirements, allowing smaller companies to address the dynamic market demands.  

Better analytics.

RPA solutions allow you to collect vital tax execution data to facilitate your analytics. The gathered insights can support your process improvement strategies. By efficiently gathering, comparing, and differentiating data from various fields, you’ll make better decisions and determine the gaps that can be tweaked to optimal efficiency.

Improved customer service.

It’s not easy to meet the vast, changing customer demands. RPA bots now handle repetitive, dull, and routine tasks, allowing staff to focus more on customer care and meet customer needs. The team will also gain deeper insight into customer requirements thanks to automatically generated reports.

In layman’s terms:

RPA is kind of like the tool that underpins all of your favorite movies: scripts. A movie script creates a sequence of events to create a story or contribute to a larger picture. Within the script, there are characters who interact with each other.

The script tells each character what action they will take, when they will take it, and who will take it. Throughout a script, every action has a consequence. RPA can be explained in an analogy where the movie script is an automated workflow and the characters are the processes.

Simply defined, RPA software streamlines everyday processes and boosts productivity!

The type of workflows that RPA can automate:

Our research and development efforts have shown that there are two types of tasks that RPA-powered workflows can generally automate. With this simple framework, we hope to help you decipher what solutions are best for your company. 

Type one: Single tasks.

Type one covers the automation of a specific task. Highly manual tasks that a single person performs qualify for this breed of RPA. A prime example of repetitive tasks that are easily automated is invoicing. Invoicing requires in-depth financial exams and processes that RPA tools like screen scrapers and macros are great for.  

For users who need to automate single tasks, Capacity uses APIs to connect with apps as well as our LiveSheets program. There’s no need to reinvent the wheel on screen scraping and macro-based tools.

Type two: Complex processes.

Type two is the automation of multiple people in different departments performing multiple tasks over time. The feature that enables this is sometimes called a process builder. While simple macros and rules are fantastic for individuals, there is a lot of untapped potential for driving productivity within a broader workflow ecosystem. This helps many people get projects done together.

We’ll use the process of onboarding a new employee as an example because a lot of departments play a part. With so many different people, processes, and timelines, a modern RPA solution requires technologies like the cloud, predictive rules, machine learning models, APIs, security, and more. 

Effective RPA best practices.

Achieving effective robotic process automation isn’t as cut and dry. But with a hint of the best practices, you’ll be on your way to achieving the best results. Here are the primary tips for an effective automation process:

  • Set expectations: Delivering quick wins is easy, but running RPA at scale is something different. You need a cautiously optimistic mindset for establishing and managing expectations.
  • Consider the impact: The approach reduces costs and bolsters returns, but you should also use it to enhance customer experience.
  • Involve IT on time and regularly: Most companies hit the wall during RPA implementation, but you can avoid this by using cloud software. As such, it’s important to involve IT from the onset.
  • Address poor change and design management: To achieve faster deployment, most entities ignore communication between bots. Avoid this by mapping out your expectations on bot functionality and plan to avoid disruptions.
  • Consider project governance:  Planning for common roadblocks by continually checking for chokepoints or installing an alert and monitoring system is essential.
  • Remember the impact: Don’t be wooed by attractive solutions that you forget to loop in HR. Pay attention to the impression on the people to avoid disrupted workflows and processes.
  • Include RPA throughout your development lifecycle:  Remember to automate the whole development cycle to protect the software during big launches.

The bottom line.

Robotic Process Automation improves your business by offering better insight into what your primary goals are. With adequate IT infrastructure and business processes, RPA automation can be a user-friendly resource to facilitate your automation goals. Even if you rely on outdated applications, processes, and platforms, RPA can address any issues.

Are you looking for an advanced helpdesk that leverages AI technology to automate support for staff and consumers?