AUTOMATION OF ACTIVITIES

DIGITISATION

Speed up your business with these expert tips "Automating activities. Digitalisation". Analyse and discover this TIP!

In your business model (+) you have identified many activities (+) you need to do to create enough value to satisfy your customers. customer segment (+).

At the beginning of your company you will do all the activities by hand, first you will do it yourself and when you have it very clear and repetitive you will delegate the work to other hired or subcontracted people. (see TIP delegate) using a lot of manual effort and many man-hours that will be very expensive and not very scalable. (see TIP Scalability)

WHEN SHOULD YOU START AUTOMATING?

When you exceed a certain volume of sales and after reaching a milestone that you have set yourself to see your evolution, and you have secured a few customers and can grow further, it is at this point that you should proceed to automate activities to reduce costs and make yourself more scalable.

In addition, you should only automate processes that you already repeat regularly, and that you are very clear about all the steps involved. Automating a process that is not clear, only to have to change it immediately, is an extra investment that does not make sense for you; it makes no sense to automate if I still don't have a sufficient volume of customers!!!

HOW TO AUTOMATE?

Clarify, draw and describe the process you want to automate, share it with all your people so that they can contribute improvements and validate the development of the process and then talk to experts to see what solutions already exist on the market that you can test and implement quickly and at the lowest cost. Beware of tailor-made developments, they are expensive, long,... sometimes desperate!!! Often, it is better to take advantage of standard developed solutions, which already exist on the market even if they do not fit exactly what you would like.

Digitisation is a form of automation of administrative processes using standard IT developments. Start automating those processes that solve your problems. bottlenecks (see TIP), or give you the best ratio (expected cost reduction/required investment).

• HOW MUCH DOES IT COST TO AUTOMATE?

Automating involves a lot of investment, in money and time!!! that you must value well beforehand.

• ADVANTAGES OF AUTOMATION?

Achieve a more scalable business model.

Automation of activities and digitalisation are key to accelerating a company's growth, but they must be approached with care and strategy.

HERE ARE SOME KEY ISSUES THAT EVERY ENTREPRENEUR SHOULD CONSIDER:

WHEN TO START AUTOMATING?

Automation is not a process that should be implemented from day one. Before taking any steps towards automation, you need to be very clear about which activities are fundamental to your business model and add real value to your customer segment. In addition, these activities must have been validated through a consistent sales volume or have reached a specific milestone showing that the activity is crucial for the company.

• Golden Rule: if you are not sure that an activity is essential and will be maintained in the future, don't automate it. Automating too early can lead to wasteful investments if you have to change course.

HOW TO AUTOMATE?

• Clarify the Process: Before investing in any kind of automation, it is essential to understand the actual process from start to finish. Draw a process map and share this knowledge with your team.
• Equipment validation: it is crucial to get feedback from the people who are directly involved in the process to be automated. They can offer valuable insights on how to make the process more efficient.
• Explore Existing Solutions: In most cases, automation solutions will already be available on the market. Opting for an off-the-shelf solution is often quicker and less risky than creating one from scratch.

HOW MUCH DOES IT COST TO AUTOMATE?

Automating is an investment of both time and financial resources. You should carefully evaluate the return on investment (ROI) expected from the automation process. This ROI should not only consider cost savings but also how automation could make your business model more scalable and competitive.

ADVANTAGES OF AUTOMATION:

Automation can offer a number of benefits, including a more scalable business model and significant savings in time and resources. However, it is crucial to keep in mind that automation is not the end but a means to an end: a more efficient and profitable business. Therefore, every decision to automate must be made in the broader context of your business strategy.

In summary, automation and digitisation are powerful tools for any growing company, but must be implemented strategically. The focus should always be on add value to the customer and ensure that the investment made in automation translates into effective and sustainable growth for your business.

PRACTICAL EXAMPLES OF PROCESS AUTOMATION THAT ARE COMMON IN DIFFERENT TYPES OF COMPANIES:

• CUSTOMER SERVICE AUTOMATION WITH CHATBOTS

  • Industry: Retail, Services, Technology.
  • Problem to be solved: dealing with a large number of customer enquiries in an efficient manner.
  • Solution: implementing a chatbot to handle frequently asked questions, redirect customers to the right department or solve common problems.
  • Benefits: 24/7 support, reduced workload on the customer service team, and a better user experience.

• AUTOMATION OF EMPLOYEE ONBOARDING PROCESSES

  • Industry: Human Resources, Corporate.
  • Problem to be solved: Streamline and standardise the on-boarding process for new employees.
  • Solution: Use HR software to automate tasks such as resource allocation, training, and document collection.
  • Benefits: Reduced on-boarding time and effort, improved employee satisfaction and standardisation of the process.

• BILLING AND COLLECTION AUTOMATION

  • Industry: Finance, E-commerce.
  • Problem to be solved: Handle large volumes of invoices and payments effectively.
  • Solution: implement an automated invoicing system that generates, sends and archives invoices automatically.
  • Benefits: reducing human error, improving efficiency and optimising cash flow.

• EMAIL MARKETING AUTOMATION

  • Industry: Marketing, Sales
  • Problem to be solved: Maintain constant and effective communication with customers and leads.
  • Solution: Use marketing automation platforms to segment mailing lists and send messages tailored to user needs and behaviours.
  • Benefits: Higher conversion rate, improved customer retention and time savings.

• INVENTORY AUTOMATION

• • Industry: Manufacturing, Retail.
  • Problem to be solved: maintain optimal inventory levels to avoid overstocking or shortages.
  • Solution: implement an inventory management system that automatically updates stock levels based on purchases and sales.
  • Benefits: improved supply chain efficiency, cost reduction and better customer service.

Each of these examples has its particularities, and it is crucial to carefully assess whether automation is the best option for your case, especially in terms of return on investment and added value for the customer.

AUTOMATION IS A KEY COMPONENT OF A MORE SCALABLE BUSINESS MODEL FOR SEVERAL REASONS:

• REDUCTION OF OPERATING COSTS

Automating processes allows companies to handle more tasks without having to hire more staff. This reduces operating costs, which is especially crucial when looking to expand the business.

• INCREASED EFFICIENCY AND PRODUCTIVITY

Automated processes are faster and less error-prone than those performed manually. This allows companies to handle a greater volume of work in less time, improving overall efficiency.

• FOCUS ON HIGHER VALUE TASKS

By automating routine tasks, employees can spend more time on functions that bring more value to the business, such as developing strategy, making more informed decisions or strengthening customer relationships.

• IMPROVEMENT IN THE QUALITY OF SERVICE

Automation can also improve the customer experience by making processes faster and more accurate. This translates into a more efficient service, which in turn can contribute to growth and scalability.

• FACILITATING GEOGRAPHICAL EXPANSION

An automated business model is easier to replicate in different locations. Standardised processes allow for more agile expansion with fewer operational hurdles.

• FLEXIBILITY AND ADAPTABILITY

Automated systems are often easier to modify and adapt. This allows the company to adapt more quickly to changes in the market or in consumer demand, a crucial factor for scalability.

• DATA ANALYSIS AND DECISION-MAKING

Automated systems generate data that can be analysed to improve the business. This type of information can be crucial to identify opportunities for growth and areas for improvement.

• PREDICTABILITY

Automation provides structure and order that makes costs and revenues more predictable. This predictability is essential for any scaling strategy, as it helps to plan and ensure the sustainability of growth.

In short, automation not only brings efficiency but also allows companies to redirect resources towards growth and expansion, making the business model more scalable.