3 minutes
Today, more and more institutions are choosing to automate their processes to become more efficient. Administrative automation is the use of systems to make an institution's operations easier, more effective, and more efficient.
What is process automation?
The main objective of process automation is to reduce costs by integrating applications that replace manual processes, speeding up task execution and eliminating potential human errors that can occur when working manually.
What are the main advantages of process automation?
- Cost reduction: Improves the team's workload, reducing resources.
- Fewer errors: Prevents human or communication errors.
- Significantly faster execution: Significant time savings.
- Ability to obtain reports: Quickly, on the spot.
- Tracking: Allows the process to be followed at all times.
- Real-time monitoring of results: Always up to date.
- Elimination of paper buildup: With the resulting reduction in material and printing costs.
When should administrative processes be automated?
In general, all activities a person performs within an organization are supported by a process, which may or may not be formalized, but which always indicates how information flows within the company. When these processes are defined and it is clear which people, from which areas, must perform which tasks within the process, and the information that comes in, how it is transformed, and how it is delivered at the end are known, we are talking about a system.
When these processes are defined and it is clear which people, from which areas, must perform which activities within the process, and we know what information enters, is transformed, and is delivered at the end, we are talking about a system—and this is precisely when an institution can begin considering the need for automation or the benefits it would bring.
Automating a previously manual process ensures that we save costs and time, and also become much more efficient in our day-to-day work."
Process automation involves implementing technology to support the activities within a process. It can be carried out when there is a process involving several people with well-defined tasks and activities that must be performed in a specific order and are typically supported by documents/information that enter, are created, and/or are transformed.
What should we consider when automating a process?
- We need to understand the process from end to end.
- We must measure the time spent on each task.
- Analyze which aspects of the process we can eliminate or simplify.
- Rely on software and/or applications that make our work easier.
- Integrate different platforms and software that communicate with one another.
The role of information technology
Administrative process automation is the application of a group of software and hardware tools that make up an information system, seeking to increase its efficiency.
Processes in institutions include those that generate structured information, managed and supported in transactional systems such as accounting, purchasing, invoicing, inventory, and so on, as well as processes based on unstructured information, managed and supported in external documents, emails, spreadsheets, and word processors. It is estimated that only 20% of an institution's information is structured, while 80% or more is considered unstructured.
Administrative process automation normally starts by systematizing structured information, that is, acquiring software that handles transactional processes. In a second phase, this is complemented by automating unstructured information processes, achieved by integrating office tools—email, spreadsheets, word processors, etc.—with productivity tools.
Ultimately, by closely tracking and analyzing processes and having the right technology and advice, we can ensure good management within the institution and drive its growth.