Business Process Automation Explained (with examples)

business process automation (BPA) explained

Have your teams reached capacity? Business process automation (BPA) is here to help. And is definitely here to stay! Moreover, as COVID-19 appears to be sticking around for much longer than expected, digital transformation through business process automation becomes more urgent.

Rather than a future prospect, shall we say. 

In a matter of weeks and on a global scale, many organisations literally bulldozed into digital transformation. Simply just to implement remote working, to continue business throughout the pandemic.

With that said, in a study conducted by Gartner, 82% of leaders in business will continue allowing employees to work from home, post-crisis. So, even though remote working was initially a last-minute decision for business continuity purposes, it will be considered the norm for many going forward. And business process automation will be key for many to successfully continue remote working strategies.

Today, many digital leaders cannot see how businesses would have survived COVID-19 up until now. That is, without digital technologies like no code business process automation. 

On another note, as the global economy tries to minimize the impact of the epidemic, businesses are finding it difficult to predict supply and demand.

Some strong organisations face weakened demand on the contrary to being market leader’s pre-crisis. On the other hand, some are facing unexpected, plummeting demand. 

Digital transformation and business process automation will play a significant role in the next couple of months. Specifically, a role in how businesses will weather these extreme and unforeseen market shifts. Moreover, optimising business process management (BPM) provides opportunities for businesses to regain control. In particular, automating processes will accelerate productivity for those who are struggling with demand that caught them by surprise.


business process automation (BPA) / business process management (BPM)What is Business Process Automation (BPA)? 

Most people think business process automation “steals their jobs”… But as a matter of fact, BPA actually makes your work-day and overall job easier.  

To simply define, business process automation uses technology to replace manual, repetitive tasks by automating them. The purpose of BPA generally comes down to organisations being able to create more value per work.

Business process automation provides capabilities to take away human intervention from time-consuming, repetitive tasks and automates those laborious tasks. By doing so, employees can then focus on other tasks that require their knowledge, skills and experience. Subsequently, adding more value to business processes. 

Digital leaders like you primarily choose business process automation to correct any inefficiencies caused by current methods. That is, by digitally transforming them to mitigate risk of issues arising.

In other words, business process automation allows operations to scale better than before. As a result, organisations can reap benefits derived from automating processes. For example, cost efficiencies and productivity increases. Also, improving employee and customer satisfaction and reducing risk of bottlenecks and delays.

Business process automation can be either a self-contained action to autonomously improve several business processes. Or, it can be part of a much larger movement within business operations.

Types of Business Process Automation (BPA) – BPI, BPE, BPM

    1. Business Process Improvement (BPI) is where a particular process is re-evaluated to see where inefficiencies lie. In particular, it is the analysis, review and improvement of a business process to maximise efficiency. Business analysts, digital innovation leaders or IT specialists might map out a business process. Then, pinpoint any issues, re-design it to a good standard of quality and report on key metrics to see if it has been successful.
    2. Business Process Reengineering (BPR) is quite similar to BPI as it does focus on analysing, reviewing and improving a business process. However, rather than just re-designing the process, BPR actually strips the process to nothing. And, re-builds it from the ground up. Business process reengineering is particularly sought when a company’s goal is to cut cost and improve quality, productivity and profitability. 
    3. Business Process Management (BPM) on the other hand differentiates from BPI and BPR as it is an on-going process, rather a onetime initiative. BPM focuses on continuously improving steps in business processes or else the process as a whole. Automation plays a significant role in improving quality of business process management. Simply, as it speeds up processes, getting work done faster and more efficient.

business process automation eliminates paperIn short, business process automation specifically focuses on getting rid of out-dated methods and insufficient systems. And replaces them with a robust business process management system (BPMS). Such as a no code business process automation platform, like the one Kianda offers.

So, if you are like most and feel like spreadsheets, emails and paper are making your job harder, read on. 


3 key benefits of optimizing business processes with an efficient BPMS

Increase valued, productivity and profitability;

The more time it takes for a task to be completed, the more it costs the company. To be clear, employees are being paid for their hours of work. Tedious, time-eating tasks, can be completed at a faster pace with business process automation.

Subsequently, more value is created per work with business process automation. And in turn, productivity and profitability goes up. In addition, eliminating boring, repetitive tasks keeps employee’s engaged and motivated. Especially, when they are doing more work that requires their knowledge and skills. That in itself is rewarding.

Minimizes risk of human error; 

Mistakes are easy to make for even the most punctual and smart employees. Certainly, when tasks are carried out manually. Daily repetition almost makes us feel like we are robots completing a task.

For instance, as a HR manager, you might be approving holidays requests manually. Because of this, you can frequently overlook important information. But, with a digital holiday request workflow you don’t need to fear that you have made a mistake. Business process automation reduces our mistakes. Simply, enabling us to do our work efficiently. And without having to second guess ourselves.

Improves employee collaboration; 

Business process automation enables teams to collaborate in a central place. With remote working becoming more ingrained into our current roles, efficient employee collaboration is key. Emails sent back and forth, spreadsheets being passed around… It is not good enough anymore.

Employee’s need to be able to communicate fast and effective. With Kianda platform, teams can easily do this. As an example, all data is centralized in one place. This allows access to all stakeholders involved in a particular process. Information is just a click away.

automating business process managementAnd that’s not all. Business process automation allows you to eliminate paper in your organisation. This reduces the need for space to store paper documents and equipment (e.g. storage cabinets).

Also, automating business process management assists in audit trails. Digital processes are reliable and easy to track, reinforcing company policies and accountability. Simply because, you can see who did what, when and how. 


Popular use-cases of Business Process Automation

There are many use-cases out there that can be streamlined with a business process automation platform. We’ve compiled a list of processes that our customers have successfully automated with Kianda below. However, if you are struggling to identify a use-case in your organisation, we would love to help! 

Approval Workflows; Budget Approval, Contract Document Approval, Purchase Order (PO) Approval

QHSE Forms; Site Inspections, Incident Reporting, Corrective and Preventive Action (CAPA)

Human Resources (HR); Employee Onboarding, Employee Appraisals, Employee Leave Requests


Why would you want to automate business process management (BPM)?

Digital transformation is not a choice anymore.

In a bid to combat challenges of COVID-19 and to stay in line with competitors, digital transformation is a must have. Up until now, implementing business process automation was considered a competitive advantage. However, remote working is being made mandatory for many organisations worldwide. And business process automation goes a long way with aiding remote working strategies.

While some businesses work from home on a short-term basis (until the pandemic eases), multiple enterprises are to continue remote working as an option. 

Although COVID-19 forcefully implemented remote-working, it has had a tremendous shift in the way we all work today. Many business models are under re-construction. Whereby digital transformation will play a centre-stage role. Moreover, a business process management system (BPMS) is essential for organisations to come back to full health. And at a fast pace. That way, they can minimize impact on business caused by the pandemic.

After all, what would we have done without digital technologies these past couple of months?

We are here to help you kick-start your digital transformation journey!

See how Kianda business process automation platform can help you by requesting a free live demo. 

Request your live demo

Related articles:

Remote working: Why digital process automation is the key enabler for working from home

5 Core Business Process Examples to Automate to Increase Agility

According to Forrester report 22% of companies haven’t begun their digital transformation. Are you one of them?

Osvaldo Sousa - Kianda Technologies

Digital process automation is becoming a necessity in many organisations, rather than just a ‘nice to have’. However, a recent Forrester report shows that 22% of companies haven’t begun their Digital Transformation journey.

These organisations still use traditional methods to meet their business goals. As a result, they face many challenges and they get average results in their operations.

If you are one of them, not to worry. There are small, simple steps you can take to start your digital transformation journey.

Organisations who realise the importance of digital business have started to embrace digital transformation. They’ve invested in business technologies that create value for customers and transform their businesses. For instance, they take different approaches to accomplish their goals.

Some struggle and some succeed during their digital transformation journey… However, there are two important things I can’t highlight enough from my years of experience. These are:

1) Success ratio is a lot higher when companies start their digital transformation journey with SMALL STEPS

2) It will be a waste of time and money if people don’t EMBRACE THE CHANGE

New technologies that are agile, easy to use and that can adapt to companies changing needs are ones to look for. So, I’m going to talk about digital process automation technologies. This is one of the core concepts of Digital Transformation.

But what is digital process automation? Why are we so interested in this?

Well, to find that out all the ins and outs of it, let’s start with the basic concept of it.

What is Digital Process Automation?

In easy words, Digital Process Automation is transforming a business process into its optimised digital version.

As an example, take a simple approval process.  Perhaps you use papers in folders that are kept on shelves to handle this. Or maybe, you do manual entries into excel spreadsheets when someone approves via email.

On the other hand, there is the digital version of this. To be more clear, a business application, which is made of online forms where users can interact and consult information from anywhere. The approval flow happens in one single place and is managed via end-to-end automation with reminder notifications and reporting dashboards.

The difference between two versions of the same process is that the digital one brings efficiency and most importantly, consistency. It gives easy insights to the data and eliminates the errors. Overall, it provides better user experience.

One of the digital transformation initiatives that digital process automation covers is solving existing business challenges. In addition, integration into company processes and transitioning from a non-digital business into a digital one.

In other words, this is an evolution of business process management (BPM). While managing business processes, integrated automation can optimise and digitalise processes from start to end.

Digital process automation solutions generally provide software platforms under the concept of integrated automation.  Not only does it focus on Technology, but also People and Process.

Workflow management
Process management

Most employees waste a lot of time searching for data. Sometimes they have to  consult multiple systems to answer a simple query. They are not given options other than using emails to manage basic customer queries.

All of these can cause bad reputation, data loss and long resolution times. As a result, this drags productivity down and companies miss out on valuable business opportunities.

Digital process automation helps companies to transition into a Digital Workplace. Consequently, teams can collaborate in a single place. It centralises the data for internal and external processes. As well as that, it frees employees’ time to do more valuable work by removing repetitive, boring tasks.

Some of you might be concerned about the investment you have already done for your IT systems until now. However, you don’t have to give up everything you have invested in to begin your digital transformation journey.

There are ways to make legacy technology easily adaptable to the coming changes. Most new technologies can integrate to your IT systems allowing you to syncronise existing users and data.

In addition, there are low-code and no-code platforms that you can opt for. They are here to lower the costs and enable faster application delivery, allowing you to commence digital transformation smoothly.

Low-code or no-code concept is not only considered for cost reduction. It is for empowering users and accelerating digital transformation journey.

What are the core features of Digital Process Automation?

In today’s digital world, customers are forcing businesses to become more mobile and agile. Businesses must experiment new technologies to meet consumer demand and stay ahead of competition. With these trends, the following factors have become central features of digital businesses:

– Restructuring process workflows

– Automating and streamlining existing business processes

– Focus on data-driven processes

– Focus on the customer experience

Where to use Digital Process Automation?

This is something that I have been asked many times. Where can I use a process automation technology?

Well, you can use it in several places. For example, delivering business applications that require interaction of people, systems and processes.

Examples of digital business processes are:

HR processes to manage onboarding, appraisals, holiday approvals, employee requests;

IT processes such as helpdesk tickets, asset requests, change management;

Quality processes for incident management, corrective action plans, inspections, document generation;

Finance processes such as budget approvals, project approvals and so on…

The important thing is to define one area that needs your immediate attention when beginning digital transformation. Perhaps it is something due to the challenges you might be facing.

Start with that to experiment new technologies… Map out how it is currently done and how you want it to improve.

Digital Process Automation ReasonsChart
Source: Forrester’s Q1 2018 Digital Process Automation Survey

According to a Forrester survey, cost reductions and improving productivity are two main reasons for process advancement.

Process development platforms require outsourcing of developers for those without technical knowledge. Therefore, it is important to note the numerous benefits a user-friendly platform has in comparison. For instance, process development platforms are more suitable for non-technical users. Therefore, making it accessible for everyone.

They can help you reduce costs significantly by delivering fast applications. Also engaging your team and keeping knowledge in-house to maintain your business applications will help improve workforce productivity.

It is also worth telling that digital transformation can always help grow a business.

The marketplace is constantly evolving and the competition is getting harder and harder. Many businesses cannot expand simply because they lack digital initiatives.

If you haven’t started your digital transformation journey yet or have started it but aren’t satisfied, it is time to start looking at new technologies to help you boost your business.

Digital Process Automation
Award Winning Digital Process Automation Platform

AUTHOR: Osvaldo Sousa CEO of Kianda Technologies
Digital business process expert  & No-code Platform Innovator

ABOUT KIANDA: 5* rated, award winning, digital process automation and business application delivery platform for a greater control and agility. 10 times faster implementation with NO-CODE  automation software.

Let us show you with a free customised demo what Kianda can do for you.

Request your live demo

 

The Irish Times Business – Kianda aims to streamline business process

Kianda

We are thrilled to be featured in The Irish Times Business today.  Our founders explained how Kianda differs from other BPM (Business Process Management) platforms. Additionally, how it can bring in-house control to organisations. In particular, over their IT solutions and help them bring efficiency in their operations.

“There is some debate as to whether Albert Einstein actually defined insanity as doing the same thing over and over and expecting a different result. But, the sentiment certainly struck a chord with tech entrepreneur and software developer Osvaldo Sousa. They spent 17 years pounding the same ground building similar automated process solutions for different companies.

In July 2016 Sousa and his wife, Derya, (an IT consultant), decided to pool their skills and develop a solution. One that consigned this constant reinvention to history. They set up business process management and automation company Kianda. And, they have spent the last two years developing a cloud-based platform that enables users to easily build forms and workflows to streamline complex business operations.”

To read the full article click here Irish Times Business


Kianda is a true no-code platform that aims to put business users in the driving seat of process automation. Moreover, digitalising business processes rewards organisations with huge advantages.

Our platform allows company’s to save time and reduce costs. In addition, by eliminating paper using digital forms, organisations can engage in sustainable initiatives. All the while, bringing agility to the workplace!

Want to see what Kianda can do for you?

Request a demo today!


Osvaldo SousaAbout Author:
Osvaldo Sousa – Digital process automation expert with almost two decades of experience in information technologies. He is the CEO/Co-founder of Kianda Technologies.

Kianda BPM sponsors European SharePoint Conference #ESPC18

European SharePoint Conference
European SharePoint Conference

Kianda BPM is delighted to announce that we are once again Silver Sponsors for the upcoming The European SharePoint, Office 365 & Azure Conference #ESPC18 takes place at The Bella Center, Copenhagen from 26-29 November 2018.

We are proud to be partnering with such a prestigious event that gathers SharePoint, Office 365 & Azure experts from around the world in one European location for the largest conference of its kind.

Check out here our sponsorship page

Kianda BPM was launched in European SharePoint, Office 365 & Azure Conference in Dublin

SharePoint European ESPC18
SharePoint European ESPC18

TeraDev  was delighted to be one of the Silver Sponsors for the 2017 European SharePoint, Office 365 & Azure Conference held in the CCD Dublin, November 13-16.
It was great to be partnering with such a prestigious event that gathers SharePoint, Office 365 & Azure experts from around the world. All, in one European location for the largest conference of its kind.

During the conference, TeraDev launched Kianda – a Unique Business Process Automation Platform with great capabilities. In short, it is a single powerful workflow automation tool enabling the creation of unlimited online forms and workflows. Subsequently, bringing digital process automation without limits.

Overall, it was a very good opportunity for us to meet attendees, partners and network peers across Europe. Thank you all who showed great interest in our BPM platform Kianda. And, we are looking forward to next year’s conference.

Want to see what Kianda can do for you?

Request your live demo today!

Business process automation
Business process automation

5 common HR scenarios Process Management can benefit

HR process automation

Process Management or Business Process Management (BPM) is increasingly transforming how HR managers carry out many business tasks daily with the use of workflow automation tools.

Recruiting, leave requests, appraisals, approvals and employee feedback are some of the workflows typical human resource management (HRM) department deals with. All of these HR workflows involve multiple department approvals. Also, system entries, communication channels and documents. As a result, human resource management becomes lengthy and expensive.

In addition to this, it is very common that employees don’t follow established operating procedures and complete required tasks. That is, with regards to how they are supposed to complete them. Subsequently, leaving the organisation with unstructured and ad-hoc task management.

Automating these processes can increase productivity, cut costs significantly and eliminate bottlenecks. Simply, by making these scenarios easy to handle with business process management tools. Continue reading “5 common HR scenarios Process Management can benefit”