Topic: Automation
Common mistakes in process automation
Updated
Process automation is an important part of modern businesses seeking greater efficiency, lower costs, fewer human errors, and competitiveness.
Problems and solutions
1. Insufficient process analysis
Problem: Automating poorly defined processes can make performance worse.
Solution: Analyse and optimise processes thoroughly before automating them. Identify bottlenecks and remove unnecessary steps.
Illustrative example: Before automating order approvals, a team also maps returns and unusual requests.
2. Insufficient employee training
Problem: Without suitable training, employees may be unable or unwilling to use new automated systems effectively.
Solution: Invest in training, explanations, and support so employees can make full use of the technology.
Illustrative example: When introducing a workflow, employees practise both normal steps and error handling using test data.
3. Underestimating technology requirements
Problem: Unsuitable software can create serious operational and integration problems.
Solution: Choose technologies compatible with your environment that meet the process’s specific requirements.
Illustrative example: A pilot checks whether the chosen tool can connect to the existing accounting system.
4. Insufficient monitoring and maintenance
Problem: Automated systems can fail or need adjustments when they are not regularly monitored and maintained.
Solution: Introduce regular checks, performance and functionality monitoring, and maintenance.
Illustrative example: If synchronisation fails, the designated administrator receives an alert and the data can be safely processed again.
5. Underestimating change management
Problem: Process changes can meet employee resistance or disrupt existing workflows.
Solution: Communicate with employees, suppliers, and other participants, involve key stakeholders, and introduce changes in phases.
Illustrative example: A new approval process starts in one department, which provides feedback.
6. Ignoring security
Problem: Automation can increase exposure to cyberattacks when security is inadequate.
Solution: Implement robust security measures and keep them updated.
Illustrative example: An integration account receives only the permissions needed for data transfer; access is reviewed regularly.
7. Poor communication between teams
Problem: Poor communication between IT and other departments leads to misunderstandings and implementation problems.
Solution: Maintain effective communication and cooperation among all participants throughout the automation process.
Illustrative example: Sales and IT agree what should happen when a duplicate customer record is encountered.
8. Excessive complexity
Problem: Overly complex automated systems are difficult to maintain and prone to errors.
Solution: Focus on simple, effective solutions that are easy to manage and scale, especially as the company grows.
Illustrative example: A team starts with one repeatable step and leaves complex exceptions for manual review.
9. Not involving employees
Problem: A design made without the people who use the process daily misses exceptions and how work actually happens.
Solution: Involve employees in mapping, design, and pilot validation. Give them room to comment and assign responsibility for exceptions.
Illustrative example: During the pilot, an accountant identifies foreign-currency invoices omitted from the design. The team adds checks and manual approval for exceptions before launch.
10. Underestimating the total cost of automation
Problem: A budget covers only the tool purchase and omits integrations, operation, licences, training, maintenance, and ongoing changes.
Solution: Estimate costs across the solution’s lifecycle, assign an operational owner, and regularly compare costs with measured benefits.
Illustrative example: A supplier’s API change requires integration updates and new tests. The budget therefore includes ongoing maintenance, monitoring, and incident handling, rather than just the first deployment.
Summary
Start with process analysis, involve employees, and validate the design in a pilot. Account for security, operations, maintenance, and total costs. The illustrative examples explain the ideas; they do not describe Erik’s projects.
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