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Going all-in on automation: raising your edge with simple solutions

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by

Jake Hoskisson
in

Why Automating Repetitive Administrative Tasks Is A Good Investment For The Modern Business 

For years I have been a recreational poker player. I am fascinated with the concept of having an edge. In poker knowing what hands to play, in what position, knowing how to size your bets is an edge, but what makes it an edge in the game? It’s the fact that you can systemise and repeat the process. 

An edge is something you are doing that gives you a distinct advantage over other players,  and as a business owner, I always ponder the question: what is giving me edge in my business?  

The business environment is more competitive than ever, and companies are looking at ways to do things faster, cheaper, and with increased accuracy. In other words ‘greater edge’. 

Automation is creating a system to carry out routine workflow by automating mundane clerical tasks such as entering data and creating reports.  

While necessary, these tasks can take up a lot of time and resources better spent on strategic activities. 

This post will discuss the advantages of automating these activities, what tasks can be automated, and highlight some real-world business use cases that have effectively implemented automation. With increased efficiency, a more brain power for strategic activities – you will raise your business edge. 

 

The facts of automation.

The Downside to Doing the Same Admin Over and Over 

While it is crucial to have repetitive administrative tasks, the challenges come along.

Time-consuming tasks such as data entry, generating reports, and managing documents are likely to be error-prone. 

Nearly 60% of occupations have at least 30% of activities that are susceptible to automation based on an analysis by McKinsey & Company. 

This can drive employees to burnout as these tasks consist of repetitive work with little creative control.

Moreover, employees tied to redundant tasks are unable to allocate attention to activities that bring genuine business value and innovation. 

 

The Benefits of Automation 

Streamlining and automating a range of repetitive administrative tasks can provide all kinds of value for your organisation, changing the very way in which businesses run. 

  • Automation: With the rise of automation, organisations can perform their operations faster and with much more accuracy. They can process large volumes of data in a fraction of the time it would take a human, saving a good amount of time. 
  • Cost Cutting: Businesses can save on operational costs by automating tasks that would otherwise require human intervention. As per a report from the consulting firm Accenture, companies that deploy automation wisely can realize up to a 40% reduction in costs. 
  • Enhanced Accuracy: It is human nature that where we work a lot, mistakes or errors can occur. Automation reduces the chance of errors, meaning data is guaranteed to be correct and trustworthy. 
  • Scalable: As businesses expand, the number of administrative tasks can scale up in volume. Automation can be scaled to manage an increasing number of tasks without having to hire more people. 
  • Employee Satisfaction: Automation of the mundane provides a sense of liberation, allowing employees to do interesting and fulfilling jobs. It can also lower turnover rates, as employees are less likely to become disheartened or feel unimportant. 

Tasks That Can Be Automated 

Not every admin task is a perfect fit for automation, but here are some typical examples: 

  • Data Entry: Everyone understands how boring and annoying data entry is in any line of business! Automation tools can extract, process, and enter data into systems without human intervention. OCR technology can, for instance, automatically read data from scanned documents, which can later be input into the right databases using Robotic Process Automation (RPA). 
  • Automated Report Generation: Another task suitable for automation is the generation of reports. Automated reporting tools will grab data from various sources, run analyses on them, and present fully-fledged reports in little time. As mentioned, this not only saves time but also ensures consistency and accuracy in reporting. 
  • Billing and Payments: Electronic billing systems can automate invoice creation, delivery (e.g., via email), and tracking, eliminating much of the manual processing associated with invoicing. Automation is also effective at handling transactions so that payments are made promptly and errors are reduced. 
  • Email Management: Sorting, responding to, and managing emails can take up a significant portion of an employee’s day. Automation tools can prioritise emails, send automatic responses, and categorise messages, allowing employees to focus on more important tasks. 
  • Workflow Automation for Document Management: The process of creating, storing, retrieving, and organising documents can also greatly benefit from automation. Automated systems can tag and categorise documents, making it easier to search for and manage files. 

Real-World Examples 

Automation is widely used by businesses in different sectors to enhance productivity and streamline their administrative operations. Here are a few examples: 

  • Citibank, a large financial services firm, implemented a Robotic Process Automation (RPA) solution to automate its data entry and report generation processes. The firm saw a 70% reduction in the time required to complete these tasks, leading to significant cost savings and improved accuracy (UiPath Case Study). 
  • Siemens, a global manufacturing company, automated its invoicing and payment processes using an AI-driven solution. This resulted in a 50% reduction in processing time and a 30% decrease in payment errors, enhancing both cash flow and supplier relationships (Blue Prism Case Study). 
  • Mayo Clinic, a renowned healthcare provider, implemented an automated document management system to handle patient records. The system reduced the time required to retrieve records by 80%, improving patient care and reducing administrative costs (DocuWare Case Study). 

Types and Benefits of Automation in Business 

However, automating your business must be done right, so some planning and consideration are involved. Here are a few steps to explain better: 

  • Recognizing the Appropriate Tasks: Not every task is suitable for automation. First, determine which tasks are repetitive, time-consuming, or prone to errors. These are the tasks that are best suited for automation. 
  • Choosing the Right Tools: There are numerous automation tools to choose from, each with different strengths and weaknesses. Select the tool that best fits your needs and integrates well with your existing systems. 
  • Test the Solution: Before widespread automation across your entire business, start with a pilot in one area. This allows you to test and iterate on what works before rolling it out fully. 
  • Educate Your Staff: Automation tools are only as effective as the people using them. Ensure that your staff is well-versed with the new systems and understand the ROI of automation. 
  • Monitor and Tune: Automation is not a set-it-and-forget-it solution. Continually monitor the performance of your automated systems and find optimisations where possible to improve. 

Conclusion 

Doing away with repetitive admin tasks is no longer a luxury—it’s a necessity for businesses wanting to keep up in today’s market. Whether you free up time or cut costs, automation allows businesses to focus on growth and innovation rather than manual processes. 

Although moving to automation may require an initial investment of time and resources, the long-term benefits far outweigh the costs.  

In this era of automation, your business needs raise it’s edge and go all in. 

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