Process Automation Guide

How to Maximise Productivity Using Process Automation and Document Management

Many organisations lose a significant amount of time each year manually sorting through, organising and filing paper documents. When you consider streamlining business operations and boosting efficiency, process automation becomes an invaluable tool.

More than 40% of workers dedicate at least a quarter of their workweek to manual, repetitive tasks, with the majority of their time spent on email, data collection and data entry.

However, you can minimise and streamline these tasks for improvement through intelligent process automation, freeing up the time for employees to focus on other areas of the business.

• What is process automation?
• Why is process automation important?
• What are the advantages and benefits of process automation?
• What are some of the common use cases for process automation?
• Integration of process automation and document management
• How can effective process automation be implemented?
• The synergy between process automation and document management systems
• Final thoughts

Process automation uses software to automate and simplify business processes, enhancing efficiency quickly and easily.

Process automation uses technology to automate various business operations and centralise information, all while reducing the need for manual interference.

Organisations like yours can remove obstacles, reduce errors and eliminate the risk of losing data using process automation. It also helps increase transparency, improves communication and enhances processing speed substantially.

Process automation follows logic statements, such as “if/then” statements. For example, if an invoice with a value of £100 was received, the system would automatically approve this.

In contrast, if an invoice of £101 or more was received, this would be routed to the appropriate department or individual for approval.

In this scenario, intelligent process automation negates the need for an employee to sort through the incoming invoices manually and reduces the likelihood of human error during the sorting process.

This is just one example of what can be achieved with process automation and document management.

DocuWare’s document management and workflow automation software allows organisations to achieve such outcomes. Automated workflows digitise and organise documents automatically, completing a wide range of manual tasks in much less time.

For example, Stuart Plumbing & Heating Supplies leveraged Docuware’s intelligent process automation capabilities to automate their 2,000 invoices a month. With this, the company reduced its invoicing time by around 40%. Along with the time savings and increased accuracy, Stuart Plumbing has also reduced the amount of paper being used as invoices are entered straight into the system without being printed first, further reducing costs.

You can read about how DocuWare helped this family-run business and others like this here. 

Process automation is a valuable tool for streamlining processes and improving efficiencies so businesses can reduce errors, save time and enhance productivity.

In fact, 31% of businesses have fully automated at least one function, showing just how invested businesses are becoming in this new way of working. 

Reduce errors

The frequency of errors can be dramatically reduced by automating processes. Using an automated system to handle repetitive tasks such as sorting, filing and organising data means human intervention is no longer needed. Therefore, it minimises the chances of human error. 

Save time

Process automation can also save organisations time in their daily operations. For example, manually completing processes such as filing and retrieving documents can be time-consuming. However, business process automation allows you to complete these activities in a fraction of the time.

Process automation simplifies operations requiring many steps across different departments, reducing time spent substantially.

Resource allocation

One of the most critical aspects of intelligent process automation is its ability to free up resources across the business.

Without process automation, employees may have various mundane, repetitive and time-consuming tasks. However, when adopting process automation, employees will have the capacity to focus on more productive tasks.

Adaptable

Intelligent process automation is scalable and valuable for organisations of varying sizes. It can adapt to changing business demands and handle many tasks.

You can benefit from the numerous advantages of using business process automation. It is a powerful tool you can apply to the entirety of your organisation or specific departments.

Regardless of the level of implementation, process automation delivers a wide range of perks for organisations that choose to utilise it, such as higher productivity, increased compliance, reduced costs and minimised errors.

• Improved productivity
  Intelligent process automation is vital for increasing productivity. Without the need for employees to complete manual, time-consuming tasks, they can focus on other areas of the organisation where their time is more valuable. Additionally, with automation, multiple processes can be streamlined into a single workflow, removing bottlenecks and improving overall efficiency across all business processes.
• Increased compliance
  By using automation, organisations can ensure all processes are carried out with precision. Due to operations being managed automatically, the risk of human error is eliminated, meaning no steps are missed or forgotten. Process automation can increase compliance with internal and external regulations by ensuring regulatory processes are followed. Essential information is stored securely, correctly and with the proper audit trail.
• Reduced costs
  As business process automation digitises and standardises processes, it reduces operating costs significantly. By reducing the need for human input, tasks can be streamlined and completed much quicker.
• Better placement of staff
  Employees can redirect their time to different areas of the organisation by eliminating the need to complete repetitive tasks, improving productivity. Additionally, employees will likely feel more satisfied by removing mundane and tedious tasks.
• Eliminating errors
  By introducing process automation, human error can be mitigated. Although errors can be rectified, this can be a time-consuming process that can prolong operations, impact customers and cause disruption across the business. Using automation dramatically reduces the likelihood of errors occurring, eliminating the need for unnecessary re-work.
  
  

All these benefits align with the capabilities of DocuWare's document management and workflow automation solutions.

DocuWare's workflow automation allows businesses to design and implement automated workflows for document-centric processes, ensuring documents move seamlessly through various stages without manual intervention.

Additionally, DocuWare's centralised document management ensures accurate and up-to-date documents are accessible to authorised users, minimising the potential for mistakes due to using outdated information.

DocuWare's automation capabilities decrease the time and effort spent on tasks like document filing, retrieval and routing, contributing to overall operational cost reduction.

Furthermore, DocuWare’s audit trail and version control features provide transparency and accountability, essential for compliance and regulatory purposes.

The benefits of process automation align seamlessly with DocuWare's capabilities, creating a synergy that optimises document-centric processes, enhances collaboration and drives efficiency throughout the organisation.

Organisations can achieve greater operational excellence by leveraging automation and DocuWare's solutions.

Automating repetitive and time-consuming tasks can significantly streamline various business operations.

Here are some everyday use cases for process automation:

Invoice processing

• Data entry automation: Automatically extract data from invoices using Optical Character Recognition (OCR) and feed it into accounting systems.
• Workflow automation: Route invoices to the appropriate managers for approval based on predefined rules.
• Payment processing: Schedule and execute payments once invoices are approved, ensuring timely and accurate transactions.
• Reconciliation: Automatically match invoices with purchase orders and deliver receipts to verify accuracy.
  
  

Employee management

• Onboarding: Automate collecting new hire information, setting up accounts and assigning training modules.
• Time and Attendance: Track employee hours, manage leave requests and integrate with payroll systems.
• Performance management: Automate the distribution and collection of performance reviews, set reminders and aggregate feedback.
• Training and development: Enrol employees in required training programmes, track progress and certify completion.
  
  

Contract management

• Creation and approval: Automate the drafting of contracts using templates and predefined clauses and route them for approval.
• Tracking and compliance: Monitor contract terms, renewal dates and compliance requirements and send alerts for upcoming deadlines.
• Archiving and retrieval: Store contracts in a centralised repository for easy access and retrieval, with robust search functionalities.
• Renewal and termination: Automatically trigger renewal or termination processes based on contract terms.
  
  

Customer relationship management (CRM)

• Lead management: Automate lead capture from various sources, assign leads to sales representatives and track follow-up actions.
• Customer support: Automatically route customer inquiries to the appropriate support team, provide self-service options and track issue resolution.
• Marketing campaigns: Manage email campaigns, social media posts and customer segmentation for targeted marketing efforts.
  
  

Supply chain management

• Order processing: Automate order entry, track shipment statuses and update inventory levels.
• Supplier management: Streamline communication with suppliers, automate order confirmations and track deliveries.
• Inventory management: Automatically reorder stock based on predefined thresholds and forecast demand.
  
  

Human resources (HR)

• Recruitment: Automate job postings, applicant tracking and interview scheduling.
• Payroll: Calculate wages, process payments and generate payslips.

The synergy between intelligent process automation and document management arises from their shared goal of optimising business processes and enhancing overall productivity.

Although process automation is an ideal solution for organisations that wish to improve productivity, doing so without the appropriate document management software can slow processes down.

Document management software works hand in hand with process and workflow automation software to keep important information archived and available for organisations to retrieve whenever needed. 

• Workflow integration and version control
  Business process automation often involves multiple steps that require various documents at different stages. Automation can generate multiple versions of documents during a process. Document management systems can be integrated into automated workflows, ensuring the right documents are available at the right time.
• Audit trails and compliance
  Combining intelligent process automation and document management maintains a comprehensive audit trail of all document-related activities. This is critical for compliance with regulations and industry standards.
• Faster approval cycles
  Automated alerts can be triggered when documents require approval. Document management systems ensure the right individuals can approve documents promptly, speeding up the process.
• Efficient collaboration
  Automated processes often involve collaboration among multiple individuals or teams. Document management systems provide a centralised platform for sharing, commenting and collaborating on documents.
• Reduced manual handling
  With automation, manual handling of documents is minimised, reducing the risk of errors or misplacements.

Process automation and document management complement each other by enhancing workflow productivity, improving data accuracy and boosting overall business performance.

Organisations that leverage the synergy between these two elements are better positioned to optimise their operations and achieve higher productivity levels.

Implementing automation involves a systematic approach that is built on several key steps.

1. Identify bottlenecks and pain points
   Initially, organisations should identify areas where bottlenecks, inefficiencies, errors or delays occur. These pain points are the prime candidates for automation. Consult with relevant teams, gather data and analyse the process flow to pinpoint the specific issues.
2. Define objectives
   Clearly define objectives that the business aims to achieve through automation. These objectives can focus on speed, accuracy, resource allocation or customer experience.
3. Design workflows
   Design the automated workflows that outline the sequence of actions required for the process. Map out each step, including inputs, outputs and decision points.
4. Configure automation
   Configure automation technology to match the designed workflows, which involves setting up triggers, conditions, rules and actions.
5. Test and refine
   Thoroughly test the automated workflows in controlled environments before deploying them. Identify errors or unexpected issues and refine the automation based on the results.
6. Train employees
   Train the relevant employees on the newly automated processes. Ensure they understand how the automation impacts their roles, their new responsibilities and how to handle exceptions or errors.
7. Monitor and optimise
   Once implemented, closely monitor the automated processes. Use analytics and reporting tools to track performance, measure key metrics and identify areas for improvement. Continuously optimise the automation to adapt to changing requirements and address any new issues.
8. Continuous improvement
   Regularly review and update automated workflows to accommodate changes in processes, technology and business goals. Embrace a continuous improvement culture to maximise automation's benefits over time.

Integrating intelligent process automation and document management systems creates a powerful synergy that enhances document-centric processes and collaboration. This combination improves efficiency and ensures accuracy, compliance and streamlined collaboration among teams.

For example, in a finance department, receiving, reviewing and approving invoices can be automated using a workflow automation tool.

When an invoice is received, the automation triggers a workflow that routes the invoice to the appropriate department for review. The document management system stores the invoice and relevant information, such as vendor information and due dates.

Once reviewed and approved, the invoice is automatically moved to the next stage and payment information is updated in the system. Any correspondence or notes related to the invoice are also tracked.

This integration ensures invoices are processed faster, reduces the risk of errors and maintains a clear audit trail.

In another example, intelligent process automation and a document management system streamline the process from document collection to approvals during employee onboarding.

When a new employee is hired, the automated workflow generates a checklist of required documents. The document management system stores these documents securely and each relevant department is notified to upload or review specific records.

Once all documents are collected and verified, the workflow triggers approvals and equipment provisioning and training assignments.  The document management system keeps all employee-related documents organised in a centralised repository for easy access by HR and managers.

In each of these examples, the integration of process automation and a document management system streamlines workflows, reduces manual intervention, ensures data accuracy and facilitates transparent collaboration.

This synergy leads to increased efficiency, faster decision-making, compliance adherence and improved outcomes for internal processes and customer interactions.

Document management systems and process automation offer compelling advantages that enhance business operations.

Document management systems provide centralised storage, organised retrieval, collaboration and robust security for documents, ensuring efficient information management.

On the other hand, process automation streamlines tasks, boosts efficiency, reduces errors and enables consistent, scalable processes.

Integrating document management systems and process automation amplifies these benefits, improving document-centric workflows, seamless collaboration and heightened operational excellence.

By leveraging these technologies, organisations can achieve enhanced efficiency, accuracy, compliance and innovation, ultimately gaining a competitive edge in their respective industries.