When executed right, business workflow automation can bring about tremendous benefits. The automation of repetitive tasks helps to eliminate human error, ensuring greater accuracy and consistency in day-to-day operations. It also speeds up workflows, allowing for faster decision-making and improved responsiveness to customer needs. The data generated from the digital workflows also paves the way for improved transparency, allowing businesses to discover bottlenecks in daily operations, and then enhance compliance and performance.
However, embarking on an automation project is not without its challenges. Let’s dive into the different scenarios, and how businesses can overcome these potential problems.
Privacy and security matters
Digitalisation has engendered the rise of automated workflows and data storage on the cloud. In the past, paper documents locked away in cabinets were exposed to localised risks such as fire hazards and physical damage. With digital data, the threat takes on a wider scale. Hackers from around the world may try to break into the IT infrastructure and gain unauthorised access to sensitive data. There are also risks such as data leaks and accidental destruction.
Encryption is hence crucial to safeguarding data. Once the data is encrypted, it is essential to ensure that data is fully backed up with a trusted cloud storage provider to protect against loss or corruption. Additionally, businesses must raise employees’ awareness of the risks associated with data management and provide guidance on how to avoid common threats. Given that cyber threats are continuously evolving, regular training is necessary to keep employees abreast of security trends, helping them stay vigilant and proactive in protecting sensitive information.
Unpreparedness for a new work reality
Change will always be met with resistance, at least in the beginning. Not every employee will be ready to work in an environment shaped by AI and cutting-edge tech. Personnel who are less tech savvy may feel anxious or even reluctant to embrace the new reality. There is also the fear that the technologies are there to replace them.
To overcome this obstacle, continuous communication and training are pivotal. IT personnel should develop a clear roadmap, one that outlines potential challenges and the solutions. The reasons for rolling out the automation projects should be clearly explained. Management should also inculcate growth mindsets in employees, helping them understand how automation will free them up for creative and strategic tasks.
Deciding on the business process to automate
From customer service to invoice processing, email marketing to payroll, the possibilities of business workflow automation are plentiful. However, every business has unique needs, and not all processes need to be automated. Trying to automate workflows for the sake of automation may backfire.
Before embarking on an automation project, it is crucial to clearly define the business goals. A good starting point is to identify the processes that are taking up the most man hours. Prioritise the processes that would free up significant resources as well as result in tremendous cost savings. Then, think about the desired outcomes. Does the company want to streamline the visitor registration process so that it is quicker and safer? Is reduction of human errors the goal of automating data entry? Having clearly defined problem statements and goals will help guide the project towards success.
Choosing a vendor
While there are many solutions providers in the market, many of their products operate in silos. This causes an obstacle when it comes to true and seamless integration. Having to troubleshoot the solutions would also mean having to contact different vendors, which results in inconveniences.
Canon, with its Smart Tech portfolio of AI and next-generation solutions, has made it easy for businesses to kickstart and sustain their digital transformation journeys. Data capturing solutions can extract and index data from both paper and digital documents as well as automate workflows, such as sending captured data for the next step of processing or to assigned personnel for vetting.
The Smart Tech portfolio also includes the versatile intelligent video analytics, which enhances surveillance operations, automates workflows, and delivers actionable insights for office resource allocation. For example, facial recognition simplifies attendance tracking in the workplace, while incident detection, such as identifying falls or other safety-related events, can also be automated.
Canon’s services are end-to-end, covering everything from initial scoping and onboarding to full implementation. Additionally,its Smart eServices, empowered by Internet of Things devices, mark the leap from conventional break-fix to data-driven smart maintenance. Canon’s remote monitoring teams will analyse real-time data and schedule maintenance, diagnose and troubleshoot issues, replace spare parts, and generate useful analytics. Businesses can hence reap the benefits of fewer breakdowns, minimal downtime and enhanced efficiency.
Best practices for implementing automation projects
As with any tech project, it is always best to think small and start with a pilot. This approach allows personnel to assess how AI or the tech works in practice while keeping risks in check. Closely monitor the project’s progress and measure results against predefined KPIs. A successful pilot will help build confidence in new technology adoption. Once ready, harness the insights to refine future approaches and scale the project up.
Interested in starting a business workflow automation project? Get in touch with Canon’s consultants to identify your needs and goals as well as learn how our solutions can ensure a smooth and successful rollout.
