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RPA - good practice, but where to start? How to approach robotics in a organisation

Tomasz Roszkowski RPA developer

During conversations with our clients these two questions are often asked between words. "Can I find areas for automation / improvement by myself?" and “How to do that?”. The answer to the first is - yes. After all, it is the customer who knows his company best and the company contains all the answers. The answer to the second question is no longer so simple, but there are several elements that in our experience are common to most cases.  

Let's get to know each other!

We start working with our clients by getting to know each other step by step. Clients and their employees tell us about individual departments, employees and the tasks they perform. We are looking for places where you can select activities that are:  

  • Performed via a computer,  
  • Repeatable,  
  • Repetitive elements are at least 50% of the total process. 
We always come to the point where we find an area for joint actions. During this stage, meeting participants often take a new look at many aspects of the company - sharing knowledge and ideas together.

The organisation as a whole

As we select several processes together with the client, it is important to try to change your perspective. Holistic view of the business - this is a very useful approach. Sometimes this requires meeting representatives of departments and positions that usually do not participate in such meetings. The goal is to find out how the automation of a given process will affect others. I will use an example here. In the electronics manufacturing company, the invoice accounting process has been automated in over 70%. At first, this gave measurable benefits (0.7 FTE was saved). After implementation, client noticed that providing batch data to the process in its current form increases the workload in two other departments by an additional 0.3 FTE. It caused that changes had to be made and some of the processes in these two departments were automated. Ultimately, this gave very good results, but it doesn't change the fact that changing perspectives can often increase savings.

The only constant is change

The problem that often come across is the issue of employees' approach to change. Many of them perform their duties unchanged for many years. When we are getting ready to the process automation, it is important that awareness among employees in this area is as high as possible. An uninformed employee makes up for his deficiencies, but not necessarily according to the real state of affairs. Here I will give another example. In the insurance company, we were tasked with automating processes in the logistics department. The specialist only got information that an external company would come, analyze what he was doing and automate his work. At this point, there was fear of his own position and the resulting reluctance to cooperate with us. The specialist changed his approach, after explaining how the process should work and realizing that the robot will be only a helper. After choosing the processes that we intend to automate, we need to check whether the changes we want to make will not negatively affect other processes. After considering all scenarios, there is still need to prepare employees for the changes that await them. 

Now we can start the adventure with RPA in your organisation!