Ever felt overwhelmed by the sheer volume of processes you have to manage in your organization?
You’re not alone.
For leaders navigating shared services transformation, process automation can seem like a double-edged sword. On one hand, it promises efficiency, speed, and cut costs. On the other, the journey there can be full of pitfalls, missteps, and confusion.
Let’s break it down into real, actionable steps.
Understanding Process Automation
First things first, what do we mean by process automation?
In the simplest terms, it’s about leveraging technology to streamline and automate tasks that once required human hands. Imagine freeing your time from mundane tasks and focusing on strategy instead.
But here’s the kicker: Automation isn’t a set-it-and-forget-it solution.
Do’s of Process Automation
There are key do’s to keep in mind to ensure your automated processes hit the mark:
- Do align your goals: Ensure the automation initiative ties to broader organizational objectives. Think about how shared services transformation plays into this.
- Do involve your team: Engage your team in the automation design. Their insights can guide you to solutions that actually work.
- Do start small: Pilot one or two processes. This allows for adjustments before a full rollout, reducing risk.
- Do measure and adapt: Establish metrics right from the start. Monitor the outcomes and be ready to pivot if things aren’t going as expected.
- Do prioritize training: Equip your team to work alongside these automated systems. Adoption won’t happen overnight, and your people need to feel confident.
Don’ts of Process Automation
Now, let’s talk about what to avoid:
- Don’t overlook the human element: Technology is great, but your workforce should always be part of the conversation. Ignoring this can lead to resistance.
- Don’t try to automate everything: Not every process is a candidate for automation. Focus on high-volume, repetitive tasks first.
- Don’t forget to test: Rushing the implementation without testing is a recipe for failure. Test, revise, repeat.
- Don’t ignore feedback: After rollout, gather input from the team. Continuous improvement is the name of the game.
- Don’t underestimate change management: Preparing your organization for change is key. Without a strategy, you risk stalling the process.
Real-World Examples of Successful Process Automation
Let’s get personal.
A few years back, I worked with a leading firm that struggled with invoice processing.
The finance team was buried under piles of paper, and quite frankly, things were slow.
We implemented an automated system for invoice approvals.
We started small:
- Piloted within one department.
- Collected feedback to smooth out the glitches.
- Had weekly check-ins to adapt the system based on user experience.
Within months, invoice processing times dropped by 40%. The human element was still there—our finance team felt supported rather than replaced.
Process Optimization is Essential
Keep in mind that process optimization is a continuous journey, not a destination.
Your processes will need regular check-ups, just like you’d schedule with a doctor.
Regular reviews and updates ensure your automated processes remain relevant and effective.
Have a designated team for this? Essential.
The Role of Leadership in Automation
Let’s talk leadership.
As leaders in shared services, it’s your responsibility to foster a culture that embraces automation.
Your team needs to see the vision.
Share success stories, celebrate wins, and acknowledge the effort.
How you frame these changes can make all the difference.
Final Thoughts on Process Automation
Mastering process automation isn’t just about software—it’s about people and processes coming together to create something powerful.
Stay attuned to your team’s needs, keep your goals clear, and remember that automation is just one tool in your toolkit.
If you’re looking for more insights on shared services, be sure to check out THEGBSEDGE blog. It’s packed with valuable advice on transformation, innovation, and leadership.
This article was written by Vikrant Aglawe, a shared services expert with over 20 years of experience in outsourcing and offshoring. I’ve set up and led multiple large-scale shared service centers for global organizations, and I truly believe that with the right approach, we can all master process automation together.
