Automation – it might sound like something packed with code, meant only for tech teams and IT departments. And technically, that’s true: process automation uses technology to handle tasks. But imagine this: what if you didn’t have to repeat the same ten mouse clicks every day, enter the same data into the same forms, or manually send the same emails – because an automated workflow did it all for you? Even better, what if you could set it up without writing a single line of code?
In this article, you’ll learn what process automation really means, where automated processes can be deployed, the different types of business process automation – and how you can start automating your own processes with Lobster’s visual process automation solutions.
What Is Process Automation?
Companies use process automation to automate complex business processes or tasks within a process, thereby simplifying and accelerating manual workflows. As part of business process management, automation ensures that human intervention is minimised or no longer necessary at all. This makes it possible to complete recurring tasks more efficiently, much faster, and with virtually no errors.
Examples of Business Process Automation.
The automation of processes and operations is not limited to a specific industry or business area. Here are a few process automation examples from different departments:
Purchasing and Logistics.
Automated procurement systems can optimise the purchasing process from defining requirements to placing orders and verifying invoices. In logistics, for example, warehousing, inventory management, route planning, and supplier communication can be automated.
Manufacturing and Production.
In the manufacturing industry, automation can be used to manage machines and production lines as well as monitor machines in real time. In addition, stock levels can be tracked automatically to ensure materials are replenished in good time, for example.
Customer Service.
Automated systems such as chatbots and virtual assistants can process customer inquiries around the clock by answering frequently asked questions, taking orders, or forwarding customers to the right contact person in the company. This allows support staff to concentrate on more difficult customer inquiries.
Human Resources.
From automated application processing to automating the onboarding process to time and attendance tracking: HR departments are using automation to minimise administrative tasks and focus more on strategic initiatives.
Finance and Accounting.
Invoicing, payment processing, payroll accounting, and financial reporting – process automation reduces errors and benefits compliance in the financial sector at the same time.
All in all, process automation allows employees to free themselves from time-consuming routine tasks and focus on higher-value activities that require creative thinking and strategic planning. This not only leads to a more efficient way of working, but can also increase employee satisfaction as they can devote themselves to more valuable and fulfilling tasks.
(Digital) Process Automation, Digitisation or Digitalisation of Processes: What's the Difference?
Digitalisation, digitisation and automation are often – wrongly – seen as synonyms. However, they are actually three very different concepts:
Digitisation is the process of converting analogue information into digital formats, e.g. the digitisation of a paper document into a PDF file. This is primarily about simplifying access to information and its storage.
Digitalisation refers to the use of digital technologies to transform existing business processes, services, or models to improve efficiency, reduce manual effort, and enable new value creation. It goes beyond format to change how work gets done.
Automation, on the other hand, aims to simplify, accelerate, and optimise entire business rules. Here, business automation software and other technologies, often supported by the use of AI, take over various manual tasks.
Automated workflows usually require digitised data, but go one step further by performing repetitive actions without human intervention. Digitisation is therefore the first step on the way to intelligently automating a process.
What Business Processes Are Suitable for Automation?
The type of process that is suitable for automation depends on various factors: How regularly is the process carried out? How high are data throughput and volume over the entire process? How complex is the task that needs to be automated?
When deciding for or against the automation of a process, it is therefore always important to evaluate the potential ROI (return on investment) and to analyse whether and how automation can really relieve employees and ensure an improvement in service quality and greater productivity.
Processes that benefit most from automation:
- Repeatable and predictable (routine) tasks with as few exceptions as possible
- Standardised processes that always run in the same way, e.g. entering data for invoicing
- Data-intensive processes that require high volumes of data to be summarised, sorted, analysed, etc.
- Rule-based processes, e.g. processes that follow a clear if-then logic
- Tasks with a high error rate, e.g. manual copy-paste processes
Less suitable are processes that …
- require creative thinking
- depend on human judgment
- must be extremely flexible and adaptable
- include unstructured or unclear steps
- are seldomly run
4 Types of Process Automation.
There are different types of and ways to go about process automation, each with its own specific use cases and benefits. As a result, many companies choose to combine multiple types of process automation.
Robotic Process Automation (RPA).
Robotic process automation is essentially rule-based, traditional process automation. It has nothing to do with robotic arms in production plants, but imitates or simulates human interaction with digital systems.
Here, RPA software robots – “bots” – perform repetitive tasks based purely on rules, such as copying and transferring data, entering user data or similar. A bot does not act “intelligently”, it only carries out tasks that result from a specific condition.
Workflow Automation.
Workflow automation (or task automation) involves mapping entire process chains and workflows, including defined responsibilities. It is therefore particularly suitable for multi-level, hierarchically structured processes that also include decisions and approvals. This could be a vacation request, for example, which is submitted in the HR system and sent to the line manager for approval.
This type of automation is often modeled using BPMN (Business Process Model and Notation), which means that the workflow is mapped using a flowchart with “real” processes and automated actions behind its components and connections.
Digital Process Automation (DPA).
Digital process automation extends the concept of RPA by supporting more complex automation tasks in addition to simple process automation.
DPA aims to automate end-to-end processes, i.e. to map a process in its entirety from start to finish. To achieve this, several technologies, interfaces (APIs), applications, and tools must be able to seamlessly interact with each other.
A typical example is an order process in an online store. An order not only triggers an automatic order confirmation. Payment is made, shipping is initiated, stock levels are updated, the customer is informed about the status of the order, the invoice is created, billing information is forwarded to the accounting department, and much more.
Intelligent Process Automation (IPA).
Intelligent process automation (IPA) combines artificial intelligence (AI) with robotic process automation and machine learning. This intelligent automation not only automates rule-based tasks, but also processes that require decisions based on unstructured data and complex interactions. IPA therefore “thinks” and, unlike RPA, does not just follow rules. A typical example is a chatbot in customer service.
IPA systems are able to recognise patterns, learn from past actions, improve their performance over time and take on increasingly complex tasks.
5 Steps to Successful Business Process Automation.
More and more businesses are turning to process automation as a powerful tool for reducing manual tasks and becoming more efficient. Process automation offers numerous benefits for the entire company, but requires careful planning. Here are the first steps that you can use to implement automation at your company:
1. Identify Your Automation Goals.
Before you start, you need to define concrete goals and identify potential candidates for automation. Specific, clearly formulated goals will help you select the right BPA tools and the methods that are best suited to your requirements.
Ask yourself the following questions:
- What recurring manual processes and workflows are there in my company in department X that I could support with process automation?
- What problems arise from these tasks on a daily basis? Can I also solve them with the help of automation?
- What goals – reducing costs, increasing efficiency, improving quality, improving employee or customer satisfaction, etc. – do I want to pursue with automation?
2. Choose the Right Process Automation Technologies for Your Company.
There is a wide range of automation tools and technologies on the market, from RPA and business process management software to AI-based workflow automation solutions. You should make your choice based on…
- the type and complexity of the processes to be automated,
- the integration requirements with existing systems, and
- the budget.
Before making a decision, it can help to talk to providers and carry out demos or pilot projects to evaluate software like process automation platforms or hardware needs for your specific requirements.
3. Plan How to Implement Process Automation.
Once you have defined your goals and selected the right business process automation tools, it’s time to develop a well thought-out automation strategy. This includes deciding which processes should be automated first – companies often start with the “low-hanging fruit” that promise the best ROI, i.e. the fastest and greatest results.
Also create a detailed project plan in which…
- the scope of the automation,
- the time frame,
- the budget,
- the teams involved,
- the necessary infrastructure,
- the required resources, and
- the respective milestones are defined.
Involve your IT department and end users in the process. This can help to identify and solve technical and operational challenges at an early stage and increase the acceptance of process automation within the entire company.
4. Manage Doubts & Resistance in the Team.
The introduction of new technologies can cause insecurity and resistance among employees. This is especially true if they fear that automation could replace their jobs.
Transparent communication about the new processes and the goals that are to be pursued with them, as well as demonstrating the benefits of process automation for all affected teams, is therefore extremely important. Make it clear to your employees that their expertise is still needed. Training and further education programs can also help to adapt employees’ skills to the new requirements.
5. Measure Success Using Clear KPIs.
Without clear criteria for measuring success, it can be difficult or even impossible to quantify the actual benefits of business process automation.
Therefore, define specific goals and key performance indicators (KPIs) for your automation projects, which you evaluate at the end using a benefit analysis. Regular reviews and feedback can also help to evaluate success in the meantime and make any necessary adjustments.
Master the Challenges of Process Automation Successfully. With Lobster.
Process automation doesn’t have to be complicated. With the Lobster Data Platform, you get a central, no-code automation platform that allows you to easily integrate systems, applications and partners into your ecosystem – as a data foundation for your automations.
Thanks to ready-made connectors and templates, you can visualise and create automated business processes and workflows from start to finish, quickly and easily via drag & drop. Without having to write a single line of code.
Test automation capabilities directly in the platform, in real time. That way, you can always be sure that everything is running smoothly and your teams truly benefit from reduced workloads.
