Robotic Process Automation (RPA) has the potential to revolutionise a wide range of tasks. But with so many processes within an organization, how do you identify the ones that would benefit most from automation? In this blog, we’ll explore key processes across different business functions that are ideal candidates for automation with RPA.
RPA is most effective when applied to tasks that are highly repetitive, rule-based, and involve structured data. The nature of processes suitable for RPA can be understood through several key characteristics. Here are the primary types of processes that are best suited for RPA:
1. Repetitive and rule-based
RPA excels at automating tasks that follow a clear, defined set of rules and instructions. These tasks are predictable and do not require human judgment or decision-making.
For example, an RPA bot can be configured to monitor a banking transaction system 24x7 and flag transactions based on preset criteria to detect anomalies/potential frauds. The bot itself can trigger Ctrl+S to save each report and send them to the relevant stakeholders.
2. High volume and time-consuming
Tasks that require a lot of manual effort and time but are straightforward can be automated with RPA. RPA can handle tasks faster and more accurately than humans.
Example: RPA can automatically reconcile balances between multiple digital systems or accounts (e.g., accounts payable vs. accounts receivable), ensuring that the balances match up and highlighting any discrepancies for review.
3. Structuring disparate data
RPA is a great option to transform unorganised or inconsistent data into structured, usable format. This is especially useful when you're dealing with data that comes from various sources (e.g., emails, web scraping, legacy apps) or formats (e.g., CSV, Excel, JSON, XML) and needs to be consolidated, cleaned, and standardised for analysis or reporting.
Example: You can set up RPA bots to convert dates to a consistent format (e.g., MM-DD-YYYY), fix capitalization, and also handle incomplete data by replacing empty fields with default values or flagging them for manual review.
4. Routine and standardised processes
RPA is well-suited for processes that don’t change often and have a standard workflow that can be clearly defined. The more standardised the process, the easier it is for an RPA bot to follow the steps.
Example: Collecting and processing employee information, creating user accounts, and setting up necessary software and systems for new employees. Automatically transferring order details from emails, websites, or spreadsheets into order management systems.
5. Interfacing with multiple systems
RPA can integrate with multiple applications or systems that might not have direct integration with each other. This allows RPA to automate tasks that require switching between systems, filling in data across multiple platforms, or performing cross-system actions.
Example: Tedious back-office processes like competitive pricing comparison might require opening different websites, copying and pasting data between various business applications and handling operations involving both legacy systems and modern platforms.
6. Processes that involve high accuracy
RPA is ideal for processes that require high accuracy and precision, as robots can execute steps without the common human errors such as typos, miscalculations, or overlooked details.
Example: RPA can check whether transactions meet certain standards or policies, especially in regulated industries like finance and healthcare. Automating the collection, processing, and generation of reports needed for regulatory compliance, such as tax reports or financial audits.
Processes that are not suitable for RPA
RPA might not be the best choice for:
Tasks that require creativity, or emotional intelligence.
Highly dynamic processes that change frequently.
Processes that involve unstructured data (e.g., text-heavy documents requiring deep understanding, such as legal handwritten notes).
Conclusion
The best candidates for RPA are tasks that are high in volume, structured, repetitive, rule-based, and require minimal exception handling. These processes can be efficiently automated, leading to reduced costs, improved accuracy, and increased productivity. Begin your automation journey with Zoho RPA.
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