Process automation has emerged as a top strategic priority for companies worldwide. IDC predicts global spending on automation software will reach $22.6 billion in 2024, up from $12.7 billion in 2021 – an annual growth rate of 12.5%.
However, while the potential benefits are substantial, many automation initiatives fail to achieve their full potential. According to Mckinsey, only 30% of process automation projects succeed.
To steer your organization to automation success, comprehensive planning and diligent implementation are essential.
In this guide, we‘ll share research-backed best practices to optimize your automation rollout and maximize ROI based on lessons learned from hundreds of initiatives.
After 13+ years guiding automation programs for enterprise clients, these proven principles represent the keys to extraction automation excellence. Let‘s dive in!
Why Proper Implementation Matters
Automating processes that are fragmented, inefficient, and filled with workarounds results in digitizing those same broken processes.
By taking the time to thoughtfully map and optimize workflows upfront, you reap benefits like:
- Increased cost savings from higher straight-through processing
- Improved KPIs across metrics like accuracy, speed, compliance
- Enhanced scalability with streamlined, standardized processes
However, even with perfect processes, real-world success depends on change management and user adoption.
Things like training, communications, feedback loops ensure your new automated workflows actually get used consistently versus abandoned after a few months.
By investing in best practices upfront and at each stage, you maximize automation‘s value long-term. Now let‘s explore those critical practices.
Best Practice #1: Identify Processes to Automate
Choosing the right processes to automate is an essential first step.
Advanced process analytics tools can provide invaluable visibility to identify automation candidates based on real data versus hunches.
Comparing Top Options
Here are leading options to consider:
Process Mining
- Analyzes system logs to model processes and detect deviations
- Quantifies process variants, bottlenecks, root causes
- Use for discovering as-is processes objectively
Task Mining
- Captures user actions on screen to analyze workflows
- Reveals manual processes not captured in logs
- Ideal for processes involving multiple systems
Digital Twin of Organization (DTO)
- Combines process mining with other data like RPA scans
- Creates holistic model of workflows, systems, users
- Enables in-depth analysis and simulation
Process mining and task mining excel at objective discovery, while DTO expands capabilities through integrated data.
Optimizing Processes First
A common mistake is automating legacy processes without optimization. This leads to digitizing the same inefficiencies.
By leveraging analytics to improve processes first, you maximize automation‘s benefits. For example, one insurance client used process mining to identify $12M in cost savings opportunities from process improvements prior to automation.
Focus on streamlining processes with the most variance first. Addressing the long tail of process deviations provides the biggest impact.
With improved workflows, you automate excellence rather than encoding defects.
Best Practice #2: Define Technical and Business Requirements
Once top automation candidates are identified, the next step is detailing requirements.
Key Technical Requirements
- Software landscape – Legacy systems? Modern apps? APIs available?
- Infrastructure – Cloud vs. on-premise? Container strategy?
- Security – Authentication, data encryption, access controls
- Compliance – Regulations like HIPAA, GDPR, and industry standards
Critical Business Requirements
- KPIs to improve – Processing time, accuracy, compliance, etc.
- Regulatory landscape – Industry-specific regulations
- Level of human involvement – What scenarios need human intervention?
- Change impacts – Organizational, role, and workflow changes
Pro tip: Involving cross-functional teams early helps align on shared goals.
Documenting requirements in detail ensures you select optimal solutions tailored to your unique environment and objectives.
Best Practice #3: Select the Right Automation Tool
With requirements defined, now you can evaluate automation tools properly.
Key Decision Criteria
Consider factors like:
- User interface – Intuitive and easy to use? Steep learning curve?
- Change adaptability – How easy to modify when processes change?
- Process complexity supported – Simple, rules-based processes? Or complex workflows?
- Hybrid automation – Combining RPA with other capabilities?
Comparing Top Tools
Here‘s an overview of leading categories:
| Tool | Key Strengths | Example Vendors |
|---|---|---|
| RPA | Mature, proven, integrates legacy systems | UiPath, Automation Anywhere, Blue Prism |
| BPM | Complex processes, enterprise scalability | Pega, Appian, IBM BPM |
| Low-code | Rapid development, citizen development | Microsoft Power Automate, Zoho Creator |
| iPaaS | Workflow + data integration capabilities | Dell Boomi, Workato, Tray.io |
Selecting the right tool for your needs accelerates value realization.
Pro tip: Consider hybrid approaches combining RPA with BPM or low-code for added benefits.
Best Practice #4: Choose the Right Vendor
While tool selection is critical, the vendor is equally important as a long-term automation partner.
Key Vendor Assessment Criteria
Look for vendors that offer:
- Maturity and stability – Established player or risky startup?
- Implementation support – Resources to guide success?
- Training – Quality of training content and resources?
- Ongoing enhancements – Commitment to continued innovation?
- Total cost of ownership – Beyond license fees, how much effort is required?
Research Multiple Providers Extensively
Take the time to thoroughly evaluate multiple vendors, rather than going with the first option you review.
Vet shortlisted vendors with demos tailored to your real-world use cases. Validate claimed capabilities.
Establishing the right partnership pays dividends over time as your automation needs evolve and scale.
Best Practice #5: Follow Proven Implementation Methodology
With the right automation solution in place, realizing results depends on execution.
Here are critical actions to take:
Plan Incremental Rollouts
An agile, phased approach allows you to:
- Start small to prove value
- Iteratively scale while continuously improving
- Minimize disruption and risk
For example, pilot automation on ~10 processes first. Once successful, expand to ~50 more. Then continuously enhance and expand.
Invest Heavily in Training
Training helps users across roles understand how to leverage and support automation. Key topics include:
- End users – New automated workflows and changes
- Automation teams – Building, monitoring, enhancing bots
- IT – Administration, troubleshooting, change integration
Timelines spanning months before golive enable skill development. Pair training with hands-on labs and practice.
Incorporate User Feedback Loops
Early and often user feedback helps you refine automation and address pain points missed.
- Surveys – Quick pulse checks on experience
- Interviews – Contextual insights from discussions
- Observation – Watching users and workflows in action
Continuously collecting input improves user adoption over time.
Develop Strong Change Networks
Tap automation champions across business and IT teams to promote awareness and digital upskilling. Equip them with tools and training to support peer enablement.
Communicate openly and often at all stages to address concerns. Make starring in training videos a badge of honor.
Key Takeaways and Next Steps
Process automation holds tremendous potential but preparing properly is crucial. Here are key takeaways:
Top 5 Best Practices Checklist
- [ ] Identify processes via analytics like process mining
- [ ] Define technical and business requirements
- [ ] Select optimal automation tool(s)
- [ ] Choose vendor partner carefully
- [ ] Follow proven implementation methodology
Assess Automation Readiness
- Have you mapped out current processes and pain points?
- Are workflows optimized first before automating?
- Is executive sponsorship and resourcing secured?
Create Implementation Plan
- Which systems and use cases will you pilot first?
- How will you provide training across user groups?
- What is the feedback process for enhancements?
By applying these best practices, you can feel confident your organization will be among the automation success stories.
If you found this guide helpful and would like to dig deeper on process automation, explore these additional resources:
- Choosing the Right Robotic Process Automation (RPA) Tool
- Top 12 Process Mining Tools
- 10 Critical Steps for Robotic Process Automation Adoption
And if you believe your organization would benefit from process automation, we have thoroughly profiled the top vendors here. Our independent research simplifies your software selection process.
Wishing you much success on your automation journey! Please contact us if we can help guide your implementation strategy in any way.