Competitive advantage through process automation and virtual offices

More and more companies are choosing to take advantage of various forms of business process automation and the services that support it. From implementing, often expensive, ERP, BPM or CRM systems, to switching to low-cost services, e.g. a virtual office in Wrocław, which not only significantly reduces fixed costs, but also relieves the company from mail handling. Find out what are the benefits of automation, as well as the challenges faced by companies that implement it.

What is business process automation

Automation of business processes is like having an assistant who never sleeps and asks for a raise. It involves using technology in the operation of your business to replace manual, routine tasks to increase the efficiency and accuracy of operations and eliminate human error. By using a variety of software and digital tools and taking advantage of complementary services, your business can operate like a well-oiled machine almost without human intervention.

Imagine that instead of running around with paperwork, everything happens on its own - invoices are issued, orders are processed, communication with customers is carried out and the system works on attracting more. You don't have to worry about someone making a mistake or forgetting to send an important email or make a phone call, or skipping an important correspondence from the office.

No more blaming the treadmill

Automation It therefore definitely puts an end to the excuse that, due to the flurry of day-to-day, routine activities, you and your employees do not have enough time to focus on strategic and creative activities and push the business forward. What's more, the company can put more money into growth and new investments.

For example, if you live in Lower Silesia and run an online shop or a technology-related business, you can do it from your home, hire employees remotely, fulfil orders through fulfilment companies, and redirect company correspondence to a virtual office in Wrocław. Interestingly, virtual offices not only provide you with a correspondence and registration address for your company, but also offer additional services such as notifications, scanning and archiving of your correspondence. Thus, you walk away with a mass of thankless, time-consuming paperwork.

What other benefits does automation offer

Improved analytics and reporting and optimisation of resources

By automating processes, data collection and processing, e.g. in ERP systems, it is not only easier to track progress and identify bottlenecks, but also to make much better use of current human as well as tool resources. As a result, this should lead to clearer and more efficient management of time, money and people.

Standardisation of company processes and faster execution of tasks

The right project management or process automation tools offer the opportunity to increase efficiency and consistency in the performance of the team as well as individual employees.

Minimising human error

Implementing the right tools to automate, standardise and continuously improve processes can reduce human error and increase the accuracy of task completion. ERP systems, automation, Lean/Six Sigma methodologies or the Poka-Yoke concept, among others, are helpful in achieving these goals.

Saving time for both staff and management

Both groups will gain the opportunity to focus on more valuable tasks that require creativity and strategic thinking. This can be achieved by using tools such as ERP, project management, automation or time analysis applications, but also services such as virtual offices, which effectively relieve companies of the burden of managing correspondence.

Improving customer service

Faster and more consistent handling of enquiries and orders, as well as consistent quality of automated processes, is a recipe for greater customer satisfaction and better service delivery. CRM systems, customer service automation tools and self-service platforms are all helpful in this regard.

Possibility of better business scalability

Automated processes, delegated to dedicated software such as BPM, analytics, ERP and automation systems - are much easier to scale as the company grows and data volumes increase. This gives the company greater flexibility to adapt to dynamic changes in the market.

Increased employee job satisfaction

Cutting down on routine, often boring tasks in favour of more challenging and demanding projects not only provides an opportunity for fulfilment, but also a chance to shine in front of an employer or discover new talents. It is also a way to retaining valuable employees in the company. Automation tools, project management, training platforms and employee appraisal systems offering feedback are proving helpful in this case.

Improving regulatory compliance and data security

Automated systems can prove helpful in maintaining compliance with regulations and industry standards, as well as reducing the risk of errors and breaches. Tools used to automate compliance, cyber security, risk management, audits and data management, among others, serve this purpose.

Potential challenges in automation and how to overcome them

Initial costs

The implementation of advanced automation systems may require a financial outlay. Of course, the amount will depend on the tools and services selected. Some technologies can be used in a reduced version free of charge in order to test whether their implementation will actually bring the desired results. Others, such as virtual offices, will, from the outset, represent a small cost compared, for example, to renting office space. Of course, the implementation of some of the tools, such as those dedicated to in-depth business analysis, will be associated with a greater financial challenge. At the same time, it is worth remembering that the effectiveness of implementations is often linked to the appropriate training of employees, which is also good to include in the company budget.

Staff adaptation

Although they will usually benefit greatly from them, it is the employees who may initially resist change the most and be reluctant to accept new technologies in their work. If this is the case, it is a good idea to invest in training, which will not only speed up implementation, but will also allow employees to see the positive aspects of the new solutions.

Integration into existing systems

Depending on the company's existing technology debt, new tools may not work seamlessly with systems already in use. Therefore, before deciding to introduce a new solution, it is worth conducting an analysis of the available tools. Such an audit can minimise potential technical problems and the costs associated with circumventing them.

Data security

Transferring processes to digital systems may involve the risk of data security breaches. If your company processes large volumes of data, a thorough preliminary analysis and regular audits of potential risks or breaches and the implementation of appropriate security measures will probably be necessary.

Automation and company size

Small companies can benefit from automation to compete with larger players. Simple task management tools, CRM systems and virtual offices can significantly improve their efficiency and reduce the overall cost of operation.

Medium-sized companies can implement more sophisticated ERP and BPM systems to better manage resources and processes. Automation can help them standardise operations and reduce operational costs.

Large companies often use end-to-end solutions that include advanced analytics systems, artificial intelligence and production automation. The aim of automation in their case is to optimise the entire supply chain and increase the scalability of operations.

Industry-specific automation

With the right approach to business process automation, companies of all sizes and industries can significantly increase their efficiency and competitiveness in the market.

The result of all the above-mentioned business process automation activities is often an increase in the company's efficiency in diverse areas, the ability to relieve employees and managers of routine tasks and a multi-faceted cost reduction. In the next article in our business process automation series, we will present market-proven tools, technologies and services that are worth testing.