Hi everyone, I am Maxim Belyakov, founder of Sailet. In a series of articles, I would like to introduce you to the topic of business process automation. To answer the questions: to whom, when, and at what stage it should be implemented.
Strategy definition
Answer the questions for yourself:
- Does the company need it?
- Is it clear how and where to develop the system?
- What will be the next step after a successful launch?
You can use any convenient toolkit for this: From GoogleDocs to notes.
The most important thing is that you have a clear answer to the question at the end:
"Why exactly does a company need automation right now?"
Comparison with key
business goals
Every business has key objectives. When planning to automate processes, choose 1 specific goal to avoid diluting your focus.
1. technological;
2. Resource;
3. Market-based;
4. innovative;
5. Cultural;
6. Managerial.
For example (each item is a separate goal):
- x% cost reduction;
- Expanding customer loyalty;
- Process monitoring, etc.
A common mistake entrepreneurs make is to think that automation will solve all problems. It doesn't.
Important!
Automation should only be started when the core processes are working and the business is not trying to survive.
That's why strategy comes first, then the rest.
Structuring
processes
If you don't know what the result of the process is, what the input data is, and what the result of each task within the process is. You are not ready for automation.
Processes are always built and controlled by people. Systems only monitor and simplify.
If the business has already grown, bring in an analyst, give the task to the department heads. But you must do it without fail.
Without structured processes, you will get endless "automation".
i.e. contractor will stretch implementation/development timelines, employees will use other systems, etc. Use any toolkit that people will accept. From corporate wikipedia, to BPMN. The main thing is that it should be understandable.
Often, an entrepreneur thinks they can start making a system and build a process along the way. Unfortunately, it doesn't work that way.
You don't need to create a process from scratch to automate. That would be a huge cost.
Every time the architecture will be redesigned, "crutches" will be made, users won't be able to use the system because they don't know what to do and other risks. As a result, endless "automation" again.
Arrangement
priorities
An entrepreneur who wants to do everything at once will end up doing nothing. It's the same with automation.
You have a strategy, structured processes and a specific
target. Prioritize according to this data.
For example:
If you want to automate the process of cleaning warehouses, and the goal of the business is to optimize logistics costs, you should not make a system for janitorial registration.
Base your prioritization on real data only.
If there is not enough data, go to the "fields". See how employees work. Communicate with them. Immerse yourself in the process.
Amplification
strong
These calculations and tips represent a general approach to understanding and managing the cost of ownership of an IT product. However, every project is unique, and it is important to tailor strategies to your specific business environment and goals.
Keep it simple. Test the implementation on the most transparent and understandable process according to priorities.
Often entrepreneurs think that automation should concern the whole company at once. This is not the case. Each automated system is assembled and implemented module by module.
Otherwise, you run the risk of falling into endless "automation" and frustration.
Studying the ready-made
decisions
Unfortunately or fortunately, businesses are not unique in this world. Often, an entrepreneur doesn't need personalized development.
Try to implement an off-the-shelf product. This will save money and time for hypothesis testing.
Move to development/refinement only if the finished product doesn't address your company's nuances.
Conclusion
With the complete information listed above, you will look at the automation process itself differently.
Most importantly, see the end projected outcome of automation and how it will affect key people and goals.
We will talk about this in the next article.
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