How To Automate Manual Processes In 7 Steps

Photo of author
Written By Haisam Abdel Malak
Spread The Love

Every organization has a set of processes to follow. These processes can be manual and time-consuming. Businesses need to automate manual processes in order to improve efficiency and accuracy, and to avoid the high costs of manual labor.

The rise of automation in organizations is inevitable. It’s the next step in the evolution of the workplace and it will create a new culture for these organizations.

AI is just one part of the equation, but it’s still a large one. It’s not just about automating tasks, but also about automating processes using the best business process management tools, simulating processes, and creating a culture that embraces automation.

Automation has been around for decades now, but it has only recently started to become mainstream. The reason for this is because AI has finally reached a level where it can be used to automate tasks much faster than before – with less mistakes and more efficiency.

Manual processes such as customer service, data entry, and data conversion are best suited to be automated using workflow management software because they involve repetitive tasks that require little decision making or creativity.

In this article, we will briefly discuss the benefits of automation within organizations and what are the 7 steps to automate manual processes.

how to automate manual processses

Why there is a need to automate manual processes?

Automating manual processes is a way to make the most out of your workforce. It can reduce the cost of hiring, increase efficiency, and improve accuracy. However, their are some challenges that you need to overcome. Check below article for more info

11 Top Business Process Automation Challenges (

The advantages of automating manual processes are:

1- Increased efficiency and productivity

Increased efficiency and productivity is among the top benefits of automating manual processes. When business manual processes are automated, workers are freed up to focus on other tasks and/or to start automating manual processes as well.

2- Reduced errors and improved accuracy

Another top benefits of automating manual processes is the ability to reduce errors and improved accuracy. When processes are automated, , the need for manual error correction is reduced, which can lead to increased accuracy and productivity. Automating manual processes also ensures that all of the steps in a manual process can be tracked and documented for future reference.

3- Increased consistency and quality

Automating manual processes can help to ensure consistency and quality by reducing the chances of human error. When processes are automated, they are typically carried out the same way each time, which can help to improve accuracy and minimize mistakes. Additionally, automating processes can help to speed up production times and improve efficiency.

4- Reduced costs

Another great thing to consider from the benefits of automating manual processes is that it can help reduce costs in a number of ways.

First, it can help reduce the number of employees needed to complete a task. Second, it can help reduce the amount of time needed to complete a task. Third, it can help improve the quality of the task. Finally, it can help reduce the amount of waste associated with the task.

When you first begin automating processes, you must invest in the business process automation tools that your organization requires.

5- Increased competitiveness

Another benefit of automating manual processes is the ability for organizations to become more competitive by reducing costs, increasing efficiency, and improving quality. Additionally, automating processes can help to improve customer satisfaction and loyalty.

How do you automate manual processes?

Manual processes are those that involve human intervention. They are the opposite of automated processes, which are completed automatically by computers.

Manual processes can be found in every organization, but they might not always be necessary. Sometimes they are more time-consuming and costly than their automated counterparts. These manual processes can be eliminated to increase efficiency and reduce costs in the organization.

When attempting to automate manual processes, organizations must follow certain measures carefully. These steps will help you visualize the entire process, identify possible bottlenecks, and enhance flow. At this stage, it is critical to understand the differences between BPM and workflow.

Here are the 7 steps to automate manual processes:

1. Define the business process to be automated

This is the first and most crucial step. You need to have a clear understanding of the process that you want to automate. This will help you determine what tools and resources you need to automate the process.

There are several common processes in the business world that you could use to automate, including:

  • When a product needs to be manufactured and delivered.
  • When a shipment is sent out.
  • When an order has been placed and an invoice generated.
  • When a customer signs up for services.
  • When a customer leaves

2. Identify the tasks involved in the process

The second step you need to consider when you are looking to automate manual processes is to identify all the tasks involved in it. This will help you determine which tasks can be automated and which ones need to be manual.

The tasks involved in a manual process can vary depending on the process itself. However, some common tasks that are often involved in manual processes include data entry, sorting and categorizing data, and creating reports.

Keep in mind that some activities cannot be automated; they require human intervention and supervision each time they are accomplished.

3- Sequence the tasks

The third step to consider when you are looking to automate manual processes is to define the sequence of the identified tasks. This is a very critical start to carefully plan to map the current manual process into the desired automated one.

Manual tasks can be executed in sequence or parallel. Make sure to correctly identify the ultimate path of the process and introduce improvements in order to eliminate bottlenecks if any.

4- Identify any decision points

In this step towards the automation of manual processes is to ask the follow questions: Are there any points in the process where a decision needs to be made? If so, what are the options and how are they decided?

A big part of the decision making process can be automated by identified the inputs and what are the business rules or criteria that decision makers evaluate before the take the decision.

5- Identify roles and responsibilities

Depending on the organization and the specific manual task being completed, the roles and responsibilities involved in the task will vary. However, some general tips on how to identify the roles and responsibilities involved in a manual task include:

  • Reviewing the organization’s policies and procedures related to the task.
  • Asking the supervisor or manager responsible for the area where the task is being completed.
  • Observing the task being completed and taking note of who is completing each step.

Furthermore, when it comes to automate manual processes, you must ensure that these stakeholders are on board in order to reduce the chance of implementation failure.

6- Identify any risks and assumptions

There are a few risks and assumptions related to automating manual processes:

  • There is always the potential for errors when automating processes.
  • The efficiency gains from automation may not always be immediately apparent.
  • There may be resistance from employees who are accustomed to performing the tasks manually.
  • That the process is not subject to too much change or variation
  • That the process will not create any new risks or problems when automated

7- Test the process map

the best way to test the process map to automating manual processes will vary depending on the specific process being automated. However, some tips on how to test the process map to automate manual processes include:

  • Review the process map to identify any potential bottlenecks or areas of improvement.
  • Test the automation process with a small group of users to ensure it is working as intended.
  • Get feedback from users on their experience with the automation process.
  • Make sure to monitor the automation process regularly to ensure it is continuing to work as intended.

When should you automate a process?

You should automate a process when it consists of repetitive, time consuming, and error prone tasks. By doing so, a process will become more efficient overall and regularly provide results of excellent quality. Before introducing automation, it’s crucial to consider carefully its possible advantages and disadvantages.

What are the best processes to automate?

The following processes are among the best candidates for automation: leave requests, expense claims, employee self-service procedures like loan approval, advance on payroll, medical claims, and travel requests. These processes are typical in businesses of all sizes and across all sectors, and automation will increase productivity.

What are the three ways to automate a process?

There are three ways to automate a process:
1. Automate individual tasks
2. Automate an entire process
3. Automate a process by using software and hardware

Can we automate manual tasks?

The answer to this question is a definite yes. Automation means the process of replacing human labor with machines or computer-operated systems, especially in manufacturing. The benefits of automation are that it makes tasks more efficient, reduces the number of errors and increases production.

Leave a Reply

Discover more from Information Management Simplified

Subscribe now to keep reading and get access to the full archive.

Continue reading