AI agents vs automation
Uncover the key differences between AI agents and automation. Learn how each technology can improve workflows and drive smarter decisions for New Zealand businesses.
While business process automation can offer massive gains in operational efficiency for business, not every process can be easily automated. To advance successfully on their automation journey, businesses need to apply a strategic approach to automating business processes, focusing both on quick wins and long-term goals. In this comprehensive guide we explore how businesses can identify processes that are a good fit for automation and prioritise these in view of the business’s broader strategic goals.
Efficiency means achieving optimal results with minimal resources, including time, effort, and costs. Automating tasks can result in significant improvements to efficiency by reducing manual intervention, minimising errors, and speeding up task completion. But you need to identify tasks that by their nature can be readily automated.
Processes that involve repetitive tasks with well-defined rules and outcomes are prime candidates to become automated workflows within your business operations. These processes are typically rule-based and follow a consistent pattern. You can use task automation tools to identify those which can be most effectively automated.
Processes that handle a large volume of data or transactions, such as data entry, can benefit greatly from automation. Automated systems can process large quantities of information quickly and accurately, reducing the risk of human error.
Automate business processes that consume a significant amount of time for employees, as this will free up their valuable time and allow them to concentrate on more strategic and creative activities.
Processes that rely on predefined rules and logic for decision-making are also great candidates for automation. Software can execute these rules consistently and without bias.
Start by thoroughly mapping out the current processes within your organisation. This involves documenting each step, including inputs, outputs, decision points, and dependencies.
Ensure that the necessary data for the process is available and of sufficient quality. Inaccurate or incomplete data can hinder the effectiveness of task automation.
Consider the system's ability to integrate with existing technologies and platforms. Seamless integration ensures a smooth transition to an automated workflow and will save time once you start automating.
Evaluate the costs associated with process automation, including implementation, maintenance, and potential training. Compare these costs to the expected benefits in terms of time savings, error reduction, and increase in productivity.
Prioritise processes that directly contribute to your main business objectives or will impact cash flow, as these processes will naturally have a greater impact on the overall success of the organisation.
Calculate the expected return on investment for each potential automation project. Consider factors such as cost savings, increased productivity, and revenue growth.
Processes that directly impact customer experience should be given higher priority. Improved customer satisfaction and loyalty will have long-term benefits for the business.
Process automation is a transformative approach that can revolutionise how businesses operate. However, many businesses struggle to differentiate between quick wins and long-term initiatives. Quick wins are processes that can be easily automated with relatively low effort and yield immediate benefits. Long-term strategic initiatives encompass more complex and critical processes that may require significant planning, investment, and integration efforts. These initiatives typically have a broader organisational impact and contribute to the overarching goals and vision of the company.
Striking a balance between quick wins and long-term initiatives ensures that businesses not only reap immediate rewards but also position themselves for sustained success and competitiveness in the evolving market landscape.
Utilise advanced technologies like process mining and business process management (BPM) tools to identify and analyse automation opportunities. A task automation tool can provide valuable insights into process performance, bottlenecks, and areas for improvement. Identifying whether a task relies on structured data or unstructured data as this will influence the type of automation tools and approaches that are most appropriate.
Engage key stakeholders, including process owners, employees, and IT professionals, in the efforts to identify and prioritise business process automation. Their insights and expertise can provide valuable perspectives on which processes are most suitable for automation, as well as additional insights around topics such as user interface or how to automate workflows.
NZ Safety Blackwoods worked with Canon Business Services New Zealand to implement an automated accounts payable solution to reduce costs and improve efficiency in their AP workflows. They were able to gain visibility and drill down into the data and manipulate it as they needed. The simplicity and efficiency of the solution was the main benefit for NZ Safety Blackwoods.
A financial institution implemented an automated customer onboarding process, streamlining document verification and approval workflows. This led to a 50% reduction in onboarding time and greatly improved customer satisfaction.
Identifying the right processes for automation is a critical step towards achieving maximum efficiency in any organisation. By understanding the key criteria for automation, conducting thorough assessments, and involving stakeholders, businesses can make informed decisions about which processes to automate. Learning from real-world case studies provides further guidance and benchmarks for the identification process. With a strategic approach to automation, organisations can unlock new levels of productivity, accuracy, and competitiveness in today's dynamic business environment.
Businesses should automate a process when it is repetitive, time-consuming, rule-based, or high-volume. These tasks are often easily automated using modern automation tools, helping to reduce manual work, save time, and improve accuracy.
Look for manual tasks that involve data entry, follow clear rules, or rely on structured data. A task automation tool or process mining platform can help you identify tasks that will deliver the most value when automated.
Common business processes that benefit include invoice processing, payroll, HR tasks, customer onboarding, and reporting. Automating these workflows reduces errors, speeds up approvals, improves cash flow, and boosts customer satisfaction.
- Task automation handles individual, repetitive activities such as reminders or record updates.
- Business process automation (BPA) streamlines end-to-end workflows across departments, creating automated systems that transform overall business operations.
