In today’s digital age, organisations are continually seeking ways to enhance operational efficiency and productivity. Manual processes, which involve tasks performed by human workers without automation tools, often become bottlenecks. Examples include data reconciliation in finance or customer service queries handled via manual emails.
The shift towards Robotic Process Automation (RPA) can transform these tasks, leading to significant improvements in speed, accuracy, and cost savings.

One of the main challenges when it comes to starting an RPA is identifying the right processes and tasks that need to be automated. We have encountered many cases where the wrong processes were candidates for automation, and it led to severe inefficiencies within departments.

In this article, we will go through the importance of RPA as well as a step-by-step process to identify and prioritise processes that are ready to be automated.

Understanding the need and benefits of RPA

The need for Robotic Process Automation arises from its ability to enhance efficiency by reducing processing time and enabling faster service delivery besides other substantial benefits. RPA improves accuracy by following predefined rules without deviation, significantly lowering the risk of errors associated with manual data entry and processing. Ensuring compliance is another critical benefit, as RPA consistently applies rules and maintains accurate records, making adherence to regulatory requirements more manageable.

It can also operate around the clock, offering businesses continuous productivity without the limitations of human working hours. This 24/7 operational capability ensures that high-priority tasks and processes are executed without delay, contributing to improved overall business responsiveness.

An e-commerce company implemented Robotic Process Automation to handle order processing and inventory management, allowing them to operate seamlessly around the clock, meeting customer demands more efficiently and accurately.

Moreover, utilising RPA as a solution allows for better scalability, enabling organisations to handle increased workloads during peak times without compromising quality or performance. 

During peak tax season, an accounting firm used RPA to manage the influx of tax filings, scaling their operations effortlessly to handle the increased volume without errors or delays. This scalability ensured that the firm could maintain high service levels even during the busiest periods.

The implementation of RPA brings a multitude of benefits that extend beyond operational improvements. It leads to significant cost savings by reducing Labor costs and minimising the need for additional staffing.

For 5 years, Visagio implemented an RPA Centre of Excellence (CoE) in one of the World’s largest breweries. Over 1200 automations were developed, involving OCR and AI for better decision-making as one of the results, we saved over 200 FTEs using this technology. Also besides increasing operational efficiency, the SLA was improved by 98% and NPS from 3.5 to 3.9.

Steps to identify and prioritise processes for automation

This is one of the main steps to maximise the benefits of RPA. It is essential to identify and prioritise the right processes. Here’s a structured approach to achieve this:

Start with a process inventory
Begin by conducting a comprehensive review of all business processes across departments and functions. This involves mapping out process flows, inputs, outputs, and dependencies. Advanced process mining techniques can dynamically map workflows, exposing manual and repetitive processes that span multiple organisational tiers. This view helps in identifying prime candidates for automation.

Analyse process characteristics
Processes suitable for automation typically exhibit certain characteristics. These include but are not limited to:

• High volumes of transactions or data entry: Processes that involve large amounts of repetitive data input are prime candidates for automation.
  • Example: An HR department automates the entry of employee information into multiple systems.
• Strict Rules with Minimal Exceptions: Processes governed by clear, predefined rules with little variation are ideal for RPA.
  • Example: A finance team automating the validation and processing of invoices according to strict company policies.
• Standardised Outputs: Tasks that produce uniform outputs, such as standardised reports or consistent data formats, are easier to automate.
  • Example: Automating the generation of monthly financial statements in a standardised format.
• Multiple Handoffs, Approvals, or Touchpoints: Processes that require multiple steps and interactions between different departments can benefit from automation to streamline workflow.
  • Example: Automating the multi-step approval process for expense reports to reduce delays and errors.

Consider process criticality, impact and effort

When prioritising which processes to automate, it is essential to consider not only the criticality and impact of each process but also the effort required to automate it. Two valuable tools for this analysis are the Impact-Feasibility Matrix and the Action Priority Matrix.

Impact-Feasibility Matrix

The Impact-Feasibility Matrix helps in categorising processes based on their potential impact and the feasibility of automation. Processes in the “Act” quadrant (high impact, high feasibility) are prime candidates for immediate automation. Those in the “Buy In” quadrant (high impact, low feasibility) may require further investment or gradual implementation. Processes in the “Change” quadrant (low impact, high feasibility) can be automated if resources allow, while those in the “Re-design” quadrant (low impact, low feasibility) should generally be reconsidered or redesigned before automating.

The Action Priority Matrix helps in prioritising tasks based on their impact and the effort required. Processes that fall into the “Quick Wins” quadrant (high impact, low effort) should be automated first as they offer immediate benefits with minimal effort. “Major Projects” (high impact, high effort) may follow, requiring substantial resources but promising significant returns. “Fill-ins” (low impact, low effort) can be automated if resources are available, while “Thankless Tasks” (low impact, high effort) should generally be avoided or reevaluated for their necessity.

By utilising these matrices, organisations can strategically prioritise their automation initiatives, ensuring that they invest in processes that offer the highest returns with feasible implementation efforts.

Conclusion

Automating manual processes through RPA significantly enhances operational efficiency and productivity. By following a structured approach to identify and prioritise processes for automation, organisations can realise substantial benefits. The case study in the beverage sector exemplifies how RPA can lead to significant financial and operational gains, making it an essential strategy for businesses aiming to thrive in the digital age.

Curious about uncovering hidden opportunities within your organisation? Connect with Visagio to learn how we can help identify and maximise value through tailored business transformation strategies. Message us at contact@visagio.com.

About the author

Spiro El Khoury is a management consultant at Visagio. He has successfully led RPA projects across multiple departments, streamlining operations and reducing inefficiencies. Additionally, he has played a key role in developing innovative products and solutions that enhance productivity and save time.