5 Core Business Processes You Should Automate to Increase Agility

5 business processes to automate

It’s 2020. It’s time to optimise business processes with business process automation.

Repetitive tasks without business process automation can easily become draining. However, they are critical for managing operations within an organization. 

Let us emphasize.

Today, leaders face multiple internal and external challenges. Hence why, it is important to be prepared, proactive and productive. Dynamic markets result in business managers facing changes such as competition and evolving technologies. So, to keep in line with competitors, technological advancements are highly useful.

Business process automation has received great attention along with adoption in the last number of years. Moreover, many organisations view it as a necessity rather just a ‘nice to have’.

According to a recent report from Forrester, automation and AI are moving deeper into organizations. As a result, they are becoming the “very makeup and operations of the company”. 

But, why is business process automation a growing trend?

Let us call a spade a spade. Every person at some stage in their working life comes across a particular task that they aren’t exactly excited about. These processes can generally consume a chunk of your time. Maybe they involve a lot of paper and slow down productivity.

Above all, we are aware that time is money and that wasted time means wasted money. So, lets explore 5 business processes to automate and how these tasks will then, be simple to manage. Certainly, workflow software will make your life a whole lot easier!


1. Onboarding process automation

In general, hiring a new employee involves lots of paper, plenty of emails and communication across other departments like HR. On the other hand, workflow software allows collaboration across departments. Even more, it eliminates the need for paper and multiple emails.

To put simply, you can send the job offer to the new hire and the new hire can accept it along with submitting their data. After that, approvals take place then the contract is automatically issued. Furthermore, digital signatures are captured and all the relevant departments’ tasks are distributed. This ensures that everything is ready before the new hire starts for a better first impression.

In short, the entire onboarding process from start to finish can be achieved. Most noteworthy, all in a single business process automation platform with.

2. Holiday request form 

Usually, employees request time off by filling out a paper form or sending emails. Once all of the information is written on the application, a manager then has to manually and digitally input the data. 

Emails are sent back and forward to HR, confirmation of status is next. You get the picture…

holiday-request-form
holiday-request-form

Again, time is being wasted that could be valuable elsewhere. 

A  digital holiday request form with Kianda platform allows you to manage and approve requests, all in the one place.

As well as that you can conveniently monitor and track them in a dashboard. 

3. Incident reporting

The main purpose of an incident report is to try to identify the cause of an incident or a near miss. By doing so, managers can take cautious actions to prevent re-occurrence in the future.

Incident reporting needs to be accurate and managed correctly. It’s no surprise that they are obvious business processes to automate. To be clear, using paper isn’t really a safe way to store valuable information. Therefore, recording and storing data safely will improve the overall quality of the process and the outcomes.

To clarify, a digital incident report automatically increases accuracy by storing data more efficiently. Easier tracking allows managers to quickly come up with measures to prevent future occurences.

4. IT help desk 

IT helpdesk
IT helpdesk

Without a structure put in place, IT teams can get very overwhelmed with queries from end-users.

More importantly, satisfaction won’t be achieved for end-users if IT support teams can’t deliver answers. So, to enhance the user experience, queries need to be addressed fast. 

The Kianda platform offers a ready-made IT help desk template that effectively supports end-users. In short, the automated workflow allows the IT team to track, prioritize tickets and solve them rapidly. 

5. Procurement process 

The flow of the procurement process entails quite a few steps which can easily slow things down, fast. For instance, if managed across excel sheets, paper documents and emails then effective communication maybe hindered. As a result, enabling frequent misconceptions in different stages of the procurement process. 

In other words, having multiple documents in numerous places compared to digital documents in one place speaks volumes. All appropriate users can have access to relevant documents if needed. For that reason, collaboration and communication flows better than ever.

Using a business process automation platform for the procurement process delivers transparency to all involved, from buyer to supplier. As a result of better communication, the procurement process runs more smoothly and quickly.

In addition, management of cost and spending becomes more visible, meaning that profitability can be tracked and improved.


Can you imagine the amount of costs and time that is saved by speeding up these processes?

Yes, a lot! 

As stated by Gartner, optimising existing business processes does not only focus on efficiency, but efficacy too. To be exact, optimisation of business operations increases productivity, reduces errors and has capabilities to avoid potential risks.

“By automating predictable, standardized processes, application leaders enable the business to focus its attention on the exceptions that still require a human touch” 

Automating Business Operations to Scale Your Digital Business, Gartner (2019)

In other words, by saving a lot of time you can devote more attention to other aspects of the business. Perhaps, an area that you could never give enough time to, even though you probably should have. 

Further, reducing costs can symbolise many opportunities for the business. Firstly, it can reflect an increase in profitability as there are less operating costs which means saving money. On the other hand, it can be spent elsewhere maybe for R&D, new employees or could be for expansion. Whatever the case may be, saving costs is always a plus.


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

Request your live demo today!

Author: Osvaldo Sousa

Osvaldo is the CEO of Kianda Technologies with almost 2 decades of experience in the IT industry has developed many successful solutions across a broad range of technologies. He is the subject matter expert in digital workplace collaboration solutions.

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Travel Request Form


How to manage your Procurement Process efficiently to reduce costs and risks

Procurement process

Digital technologies such as procurement software are becoming more widely used to carry out procurement process. However, some are still stuck using outdated methods for procurement management.

Is your procurement process slowing things down?

Are you using traditional ways to manage your procurement process?

If your answer is yes then, it is time to boost your buying steps.

The digital revolution has started to disrupt the procurement process in the last couple of years like many other business processes. For example, 85% of executives believe that digital transformation will alter the very fabric of their purchase process. However, only 32% have a digital strategy in place.

In the past, the procurement process only took care of the nuts and bolts of resourcing. But, technologies and automation have made it a profitable strategy that empowers C-suit decision-makers. 

Managing procurement effectively can create market visibility, minimize supply chain risks, and deliver cost savings.


What Does Procurement Process Mean?

procurement software
procurement software

In the simplest terms, it’s the buying of goods and services. However, it includes all processes from purchase planning to value analysis.

The procurement management must achieve a profit on resale. And to do so, it must source finance cheaply and negotiate intelligently.

The old incarnation of procurement management could succeed simply by operating more cheaply than the average business. On the other hand, today’s standards are higher.

Although world-class procurement departments operate 20% more economically and employ 27% fewer employees, that’s no longer enough.

What does procurement process mean in the modern era? Sometimes, intelligent spend management. Other times, often supplier sourcing, but always digital strategy.

What are the steps in Procurement Process Flow?

Procurement process flow chart
Procurement process flow chart


Overarching procurement process flow can be broken down into: procurement process, systems, people, and paperwork.

Overall, the procurement process flow entails broader tasks such as ordering, payment fulfilment, and receiving.

Focusing on the procurement department tasks, procurement process flow includes eight purchasing steps :

      1. Requesting for a service or product

      2. Analysis to evaluate request

      3. Forward a request for proposal to suppliers

      4. Supplier Selection

      5. Procurement Manager evaluation and approval

      6. Approving the request with a purchase order

      7. Sending the purchase order to the supplier

      8. Receiving the product and confirming the delivery of services or goods (Three-way matching)

      9. Approve the invoice and forward it to payment processing

      10. Recording the transaction for the company’s records

Procurement Process Flow
Procurement Process Flow

Why Automate Your Procurement Process?

Excel spreadsheets and emails belong in the old age with paper documents. Meanwhile, procurement software can convert manual tasks into automated processes. Simply by providing automated workflows that don’t require human intervention. As a result, repetitive events can automatically up-scale.

The procurement cycle can, and should, be digitalised. Not only to help you refine your strategy. But, to automate it and generate a set of analytics to assess its efficiency.

Procurement software can include all the steps you’ve always used in your current procurement process. There is no difference in procurement, whether you’re using digital or manual processes.

Certainly, there are distinctions though, efficiency and transparency changes significantly. In other words, automating repeatable tasks cuts the risk of human error.

It can also reduce steps in the procurement process flow and speeds up interactions. But, you remain the brain behind your strategy. You make the rules, editing your workflow according to your decisions.

Gain visibility and increase transparency

Another important reason why to automate your procurement is to gain visibility.

It can help to track the way your buying department manages their part of the entire procurement management.

As a result of digital procurement in business, the procurement meaning has evolved intelligent spend management.

Intelligent spend management is transparent more than ever before. Most certainly, thanks to digital workflows.

Communication is key for an effective procurement management

Collaboration with suppliers is very important. For instance, certain steps that should be involved can be made accessible to suppliers when automated.

Enhancing communication is key. This way, everyone from the procurement team to suppliers can give you input on a single platform. In short, the automation of the procurement management promotes more effective standards of communication. 

Using a digital procurement management system contributes to your paperless office, keeping your documents in one place. Procurement documents define contractual relationships, and automation helps to prevent important losses, keeping all your contracts in the digital sphere.

Procurement Software and Tail Spend

Small purchases tend get neglected, thanks to resource-heavy, manual work.  So, to fix the problem, the procurement process should engage with suppliers. They can do this by amplifying transparency and optimising inventory.

Monitoring key performance indicators, risks can be identified and procurement management strategies can be refined.

The procurement management system should monitor:

      1. Compliance rates that increase spend and lead to invoice disputes.

      2. Supplier defect rates, which cause unreliability.

      3. Supplier lead time, which improves delivery time

      4. Purchase order cycle time

      5. Purchase to pay time

      6. Cost per invoice and purchase order, which tends to suffer when there are invoice disputes

      7. Spend under procurement management

      8. Procurement procedure return on investment

What to look for when comparing Procurement Software 

Automating the procurement process can be efficiently achieved. Digital process automation is the obvious driver of improved metrics, but the analytics themselves are still a crucial ingredient.

They can be used to forecast future crises and optimize vendor evaluation. In addition, they can improve invoicing procedures and predict demand.

Process automation software gives flexibility in terms of tailoring a process according to your organisations unique needs.

When comparing procurement software options, you should look out for several features when carrying out comparison analysis. 

Procurement software benefits
Procurement software benefits

Here is a list of what to look for:

      1. User-friendly customisation and scalability

      2. Accessible data and analytics

      3. Easy reporting

      4. Available in multi-devices

      5. Automated reminders and notifications

      6. Easy, multi-layered approvals

      7. Budget control

      8. Providing suppliers instant access for their input

      9. Data integration with existing systems

The modern procurement process no longer fears risks – it predicts them.

Procurement process is constantly evolving, and metrics help it to advance. Procurement software de-clutters your process steps and improves transparency throughout your entire procurement process flow. From this, you gain control over the entire procurement management lifecycle.

As a result of using digital procurement providers like Kianda, the procurement process in business definition has transformed.

Procurement in business has become more complex, but that’s a boon rather than a bane. Procurement has never been this scalable or innovative, thanks to technology, and it’s put CTOs on the map.


Procurement Process Dashboard
Procurement Process Dashboard

 

Are you looking to boost your procurement management?

Discover how you can reduce risks and bring efficiency to your procurement management. Kianda Procurement Software is designed with our experience and best practices in mind.

Good news is that you can tailor all the pieces of our procurement software to fit what your organisation needs. Meanwhile, remember you do not need to hire developers to manage the software. Anyone with or without programming skills can create business process solutions with Kianda.

Request your live demo today

About 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.
 
 
 
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Purchase Order Process

Pruchase Order Management

You can use a Purchase Order Process to better control purchasing of products and services from external suppliers. Moreover, PO software can help you accelerate your purchase order process.

Every business has a goal to cut costs and increase profitability. But, using the wrong tools and systems to carry out business process actually do the complete opposite. Put clearly, insufficient systems spike costs and shrink profits. 

Manual purchase order processes require a significant amount of time. If the necessary time is not dedicated, then you are prone to encounter risks and other issues that affect both the process and the business overall. 

Everyday organisation’s continue to switch to  more efficient methods to carry out their Purchase Order Process. Using out-dated methods like paper-documents and spreadsheets ultimately put a cap on businesses capabilities. On the other hand, using digital methods such as a PO software helps company’s reach their optimum potential levels.

Optimising your inefficient purchasing process using PO software will maintain greater purchase control over the entire process. Additionally, transforming your purchase order process into a digital system will consequently open several opportunities for you to introduce efficiency.

For instance, digitalising your purchasing process will help you mitigate risk. As well, it will reduce costs and enable you to improve decision making allowing you carry out the process, rapidly and efficiently.


Using spreadsheets for PO management can cause errors

When you or your team rely on manual  tasks like email and spreadsheets, it increases the risk of lack of visibility and error-prone results. As a result, compliance and efficiency will suffer.

Without a transparent overview of your purchasing process, it is difficult for managers to make clear decisions when planning purchases. As a result, it is quite easy to make mistakes and overspend.

Lack of structure in your PO process will inevitably incur additional expenses. Because of this, budget is automatically affected followed by company financial forecasts.

In order to align with strategic goals, it is essential to implement the correct system to carry out purchasing management. Gaining better control over purchase order processes will help your business avoid unexpected costs while succeeding in reaching end year goals.


Digital Purchase Order Benefits

Manual purchasing management is expensive, time-consuming and overall, difficult to efficiently maintain. Using PO software will not only save you time, but also help you structure the purchasing process. With the help of a process automation platform like Kianda, you can transform your cumbersome PO process into a time and cost-effective process.

Key benefits of using PO software:workflow software productivity

    1. Improved compliance 
    2. Easy to track and match invoices / PO Number
    3. Clear insights to approvals and bottlenecks 
    4. Better decision making
    5. Eliminate paper
    6. Better control over spending reduces costs
    7. Improved relationship between vendor and buyer

Multi-step Approvals Based on Limits

You can include multiple layers of approvals based on a threshold so that high volume purchasing can be approved by multiple managers. Purchase order process starts with a requester providing a vendor information, prices and descriptions with a couple of clicks and submitting for approval.

Automated Reminders Keep Approvals Flowing

automated reminder with PO softwareIn short, PO Approvers simply receive a notification and approve or deny based on the criteria provided.

With a digital PO process like the other approval processes Kianda offers, stakeholders can receive automatic, scheduled reminders. With this useful feature, purchase order requests don’t go unnoticed, allowing you to keep on track with all purchase order requests.

Scheduled reminders notify approvers of when they need to approve or reject automatically. Above all they can do this from anywhere using an intuitive interface.

In addition, this process includes supplier’s an invoice step to allow matching PO number with invoices received. When you approve a purchase request, the supplier can be notified automatically if you choose to.

As well, you can easily keep PO PDF and any related documents centrally available from a process.

PO documents can be stored in multiple systems like SharePoint, Dropbox, file shares and more. Because files are stored centrally within the process it makes it easy to find them when needed.

Your supplier will be able to upload their invoice and any other documents linked with the PO process. Your team will then have available a single view of a supplier. As a result, you can view expenditure by account easily.

Once approval is complete your finance team receives notifications and reminders proceed with the payment.

Automated Purchase Order PDF Generation

This process focuses on the approval and PO PDF generation. Vendors and internal users are guaranteed to always receive a PO PDF that looks consistent and matches company branding.

With PO software, you can fully customise the look of the PO PDF at any time, allowing you to suit the need of vendors. 

A unique PO number is generated per request and is customisable. This can follow advanced rules for generating  PO numbers. The Purchase Order Process we describe here covers all the aspects linked directly with the PO PDF.

For a process that covers a wider range of areas like vendor selection and management to delivery confirmation check-out our procurement process.


Optimise your purchase order process with PO software

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

Request a live demo today!



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https://www.kianda.com/blog/5-key-challenges-of-manual-approval-processes-and-how-you-can-overcome-them/