So, you’ve made the decision to start using Robotic Process Automation (RPA). Congrats! This will save you a ton of time and help you optimize processes across your entire organization!
That said, there’s a few things you’re going to need to better understand before you get too far ahead! Before we move to 3 need to knows, let’s make sure you understand RPA!
Robotic Process Automation (RPA) is a technology that uses software robots to automate repetitive, rule-based digital tasks. Unlike physical robots used in factories, RPA bots work in digital systems, interacting with applications just like humans. They are great at handling routine tasks such as data entry, transaction processing, and record management—tasks that usually take up a lot of human time and can lead to errors.
RPA works by programming software robots to mimic human actions in digital systems. These bots can log into applications, extract data from documents, update databases, process transactions, and even gather information from websites with high accuracy and consistency. Modern RPA solutions have advanced to include machine learning and artificial intelligence, allowing them to make standardized decisions based on set rules.
What sets RPA apart from traditional automation methods is its non-intrusive nature. It works on the presentation layer, interacting with user interfaces the same way a human would. This means RPA doesn’t require complicated changes to existing systems or underlying code, making it faster and less disruptive to implement compared to traditional automation.
Many organizations across different industries use RPA to boost productivity, reduce errors, and improve customer experiences. RPA projects often deliver high returns on investment by streamlining operations and enhancing overall efficiency.
Alright! Without further ado, let’s jump into the 3 need to knows about RPA!
Your organization has given you the greenlight to start using RPA. While you might already be thinking up incredible ways that automation will save time and effort, there are a few fundamentals you need to remember!
Here are 3 things you need to know to start your RPA journey on the right foot.
RPA works best with processes that are rule-based and repetitive. Tasks that require decision-making or handling exceptions may not be suitable for RPA. By automating these routine tasks, businesses can significantly reduce errors and increase efficiency.
Example
In the banking industry, RPA is widely used to streamline the loan application process. When a customer applies for a loan, their personal and financial information needs to be transferred between different systems, such as customer relationship management (CRM) platforms, credit scoring systems, and document management software.
Traditionally, this involves manually copying and pasting data, which is tedious, time-consuming, and prone to human error.
With RPA, software bots automatically extract the required data from the application form, validate its accuracy, and then enter it into the relevant systems following predefined rules. For instance, the bot checks that all mandatory fields are filled out and that numerical values, like income or loan amount, fall within acceptable ranges.
This automation ensures data consistency and accuracy while significantly speeding up the loan approval process. As a result, customers receive faster responses, and bank employees can focus on more complex tasks, such as risk assessment and customer relationship management.
For RPA to function effectively, the data it processes needs to be structured and in a digital format. This means data should be consistently formatted and easily accessible. Structured data allows RPA bots to perform tasks accurately and efficiently without human intervention.
Example
In a report generation process, financial data from various sources must be compiled into a standardized format for analysis and presentation. This data is stored in multiple systems, including spreadsheets and databases, and follows a consistent structure with clearly labeled columns and rows.
RPA bots can be configured to access each data source, extract relevant information, and organize it into a unified report format. For example, the bots can aggregate sales figures, expense data, and profit margins, then validate the information for accuracy by checking for empty fields or calculation errors.
Once verified, the data is compiled into a report template, formatted consistently, and automatically sent for review or presentation. This structured approach ensures accuracy, reduces manual data entry, and accelerates the reporting cycle.
RPA can be implemented in various parts of a business and scaled up as needed. It’s not an all-or-nothing approach, so you can start small and expand as you see the benefits. This flexibility allows businesses to adapt quickly to changing demands and workloads.
Example
An approval workflow involves multiple steps where requests are submitted, reviewed, and either approved or denied. Initially, automation is implemented for the submission and validation stages. The RPA bot checks each request for completeness, verifies that all required fields are filled, and ensures that the data adheres to predefined rules, such as allowable budget limits or required authorization levels.
If any information is missing or incorrect, the bot automatically sends a notification requesting corrections before the request proceeds to the next step.
After successfully automating this initial phase, the workflow is expanded to include approval routing. The RPA bot now identifies the appropriate approver based on predefined rules, such as the department, budget level, or request type, and routes the request accordingly.
Once the approver makes a decision, the bot updates the status, notifies the requester, and triggers subsequent actions, like order processing or payment authorization.
This phased implementation demonstrates RPA's scalability, where automation is initially applied to straightforward tasks and later expanded to more complex workflows.
This step-by-step approach minimizes disruption, provides flexibility to adjust processes as needed, and ensures that automation grows in tandem with business requirements.
Implementing RPA can revolutionize your business operations, but getting started can be daunting. That's where professional help comes in. Partnering with experts can ensure a smooth transition and maximize the benefits of RPA for your organization.
If you're ready to explore how RPA can transform your business, reach out to our team of experts today. Let us help you navigate the journey to automation success!
Join Our Mailing List
