Key Signs That You Need To Automate This Business Process Now.

If you’ve run a business throughout the last two years in Australia, you likely have experienced quite volatile business environments, moving your team from the office to home or dealing with a constant daily change in working conditions. In addition to that, you’ve probably experienced a heightened level of stress associated with your outdated business processes – such as searching for documents in your Sharepoint, filing invoices and agreements from emails into applications or folders and having poor visibility of projects or processes. 

Although you have endured them, they are a waste of your time and likely affecting the scale of your business.

Below we have documented some key signs that your business processes need automation.

1. You routinely have errors in the same places such as payroll, employee records or order management.

Every employee performs certain repetitive activities on a daily basis aligned to their job. This can be as simple as managing an email inbox, or manually entering timesheet data from a workforce of hundreds. Majority of people do these duties at speed, whilst they are tired or on autopilot - so mistakes and critical errors are made.

Each of these small errors add up to a wider business issue. Miscalculated payroll data can result in large overpayments or underpayments to staff or heavy penalties from Fair Work Australia. A lack of telephone message communication (i.e. if handwritten down) can result in missing a huge sales lead. Or perhaps missing shipment dates or a simple numeric from an e-commerce order can cause millions. 

For that reason automation simple processes in the business that require data or interaction across multiple systems can save your time and improve your employees' effectiveness. To achieve this, it is worthwhile to assess the process and engage with subject matter experts on business process automation.

2. Daily ‘must-do’s’ are too time consuming and not scalable

Arranging schedules, calendar invites, expense management, document preparation and email inbox wrangling are daily tasks that take up a surprisingly large amount of time. 15 minutes here and there collates to a whopping 10-15 hours a week of time spent on efforts that can be automated.

A number of employees and business owners just deal with the problem, adding more administrative backlog to an already full work plate. Most businesses are reluctant to look at automation, given that it may cost them a large investment of time and resources. However,  automation of basic daily work tasks is very easy and does not require several programs. Nor does it require a large spend on technology licensing or consulting.

Automatically generated monthly or weekly schedules, data browser with an option of filtering results by chosen parameters, document and invoice templates.

These are only a few options you can get from business process automation. Such a system can also automate processes that are very specific to your company, e.g. connected with manufacturing or the sales. 

3. You have poor visibility over departments and domains.

In the case of managing large teams or departments, often business leaders will rely on anecdotal updates from subordinates or peers. Frequently, communication breakdowns lead to missed opportunities, failed project deadlines or team cultural issues. As the digital landscape grows across applications, a constant flow of information and status updates are required to determine key business metrics. Some of these may be visibility on the time to service a customer, the profitability of an account, the performance of e-commerce versus in-store or the status of a major business transformation project. 

If a business is finding that they struggle to meet board reporting requirements, or have poor visibility on basic metrics such as profitability versus effort, it is time to consider automation and integration to create visibility. This does not require the rip and replacement of key systems, moreso, just the automation of various tasks in that system and then compiled into reporting. 

4. You need to control key assets such as stock, inventory or finance. 

Say, you manage a large wholesale brand that has retail and online sales channels, and a warehouse for inventory. However, the capacity of the warehouse is only 150 sqm. In the past you have relied on suppliers' arrival dates in alignment with shipping and sales dates, however, you often go over capacity and need to clear stock at a discounted rate to make up space in warehousing. 

The interconnected nature of managing stock, inventory and finance across many applications and processes means that it is crucial for integration and automation to be part of your process design. Without this, the chances of error and discount selling can affect your customers and bottom line. The benefits of automating these areas include automated notification, order tracking, finance visibility and error messaging. You will be quick to respond to any issues and able to manage your stock and sales performance better. 

Automation of the processes in your company may seem to be a major undertaking. However, with today’s accelerated technology from Microsoft PowerApps, businesses in Australia can automate vast areas of their manual processes with little investment. You can also do this by connecting your existing systems, while avoiding having to fork out millions in consulting and licensing fees.

Our team of business process automation experts here at Cloud Solutions Group are able to work with you to build an automation for any of your business processes at a cost-efficient price and a quick deployment of around 6 weeks.

The truth is that, even though the implementation of a new IT solution entails a certain degree of risk and may cause initial difficulties, tailor-made applications save you time and money in the long run,  at the same time helping your business grow.

To schedule a time to meet with us and discuss your processes that need to be automated, schedule a time to meet with us below (bonus wine gift inside)!
As we move into 2022 and return to “the new normal”, business leaders across Australia are looking to automate outdated and manual processes. These outdated processes can often hinder innovation, competitive evolution or standard business operations.
Would you like to discuss automating your business processes in 2022? Schedule your discovery session with our expert team and you’ll receive a 6-pack of our top selected wine!