Three months. That’s all it took to transform a seemingly insurmountable problem into a streamlined, efficient process. We started with a data center inundated with thousands of items in the queue for manual processing. The skepticism was palpable, but within three months of implementing just three simple automations, that overwhelming queue was reduced to a mere ten items per day. The result? Millions of dollars were saved, improved customer satisfaction, and a team that was finally free from the mundane tasks bogging them down.
This experience taught me a valuable lesson: the potential of RPA is immense, but only if approached correctly. Many businesses start their RPA journey with high hopes, only to find themselves stuck and frustrated. Let’s explore why RPA is still challenging to start and scale and how you can navigate these challenges successfully.
Understanding the Frustration
In my experience, many businesses start their RPA journey with a few automations here and there, often in silos. This piecemeal approach can lead to frustration. Businesses invest in RPA tools expecting quick wins, only to find the process stalling. They end up redirecting staff to babysit these bots, which defeats the purpose of automation. If this sounds familiar, let’s rethink the approach and create a comprehensive plan that integrates RPA smoothly into your business operations.
Step-by-Step: Implementing RPA Successfully
1. Make a Plan
Not every process should be automated. A broken process is still broken, even if it’s automated. Start by identifying the processes that are worth automating. Look at the overall landscape of your business processes and see how they connect. Create a comprehensive plan that avoids building in silos and instead aims for a cohesive system where automations integrate seamlessly.
Why: Companies stall in their automation journey because they need to know what is next after their first handful of automation. Without a plan, selecting the following automation might be more disparate and more challenging to manage.
2. Start Small and Iterate
You don’t need to launch a massive IT project that costs millions. Begin with small, manageable automations and iterate. Test the waters with a few key processes, see how they perform, and then expand. This approach allows you to scale gradually, learning and adapting as you go.
Why: Controlling risks and understanding how to mitigate them is critical to your success.
3. Understand Your Data and Processes
Work with process and data experts who know the ins and outs of your business. Ensure your data is clean and that you fully understand the steps involved in the processes you’re automating. This groundwork is crucial for creating effective and reliable automations.
Why: One of the main reasons automation may take a while to build is because only some of the process steps are known or hidden. The second reason is your data might need to be more reliable. Reconsider or scale back the automation until you have all the required information to create an effective automation.
4. Collaborate Across Departments
Don’t work in isolation. Include IT, security, compliance, and business users in your RPA projects. Collaboration helps clear roadblocks you might not be aware of and ensures all stakeholders are on the same page. For instance, involving security teams early on can prevent issues related to bot IDs and access controls.
Why: Remember, bots execute business processes like humans; security is critical. Understanding the guidelines around compliance, regulations, and IT policies helps ensure your automation runs safely in a production environment.
5. Create Guidelines That Fit Your Organization
Develop guidelines that work for your specific needs. Whether you’re a small business or a large corporation, tailor your RPA governance to suit your size and complexity. Consider establishing a Center of Excellence (CoE) to oversee and support your automation initiatives, ensuring consistency and best practices.
Why: It is important to have an inventory and pertinent information of all the automation running in your organization, as this reduces the risk to your business. You do not want an automated process sending incorrect information to your customers or unable to fix a broken automation. This control does not have to be heavy-handed to be successful.
6. Enjoy Your Successes
Celebrate your achievements and share them within your organization. Success breeds success. When people see the tangible benefits of RPA, they become more supportive and enthusiastic about future projects. Keep the momentum going by continuously improving and scaling your automations.
Why: Although you might have rolled out a handful of automation that saved your company money, you will know you are successful when you have buy-in from your organization’s people. When people start asking you to automate a process, you are not asking them for processes to automate.
It’s Possible!
Starting and scaling RPA doesn’t have to be a daunting task. By making a solid plan, starting small, understanding your data and processes, collaborating across departments, and creating tailored guidelines, you can successfully navigate RPA’s complexities. Remember, it’s about building a foundation for long-term success, not just quick fixes.
For personalized guidance and support, reach out to M&S Consulting. Let’s transform your business processes with effective and scalable RPA solutions.
Explore how M&S Consulting can help you navigate the complexities of RPA and achieve your business goals with cutting-edge solutions, contact us to start a conversation!