Automate business projects and processes
Automation describes the transfer of production processes – especially the competence of process
control and regulation – to artificial systems. This allows time-consuming and repetitive routines to
be transferred to machine systems. Tasks are carried out more efficiently and in less time. For those
involved in projects, this means more time for more important things that arise in the course of a
project or process and need to be completed promptly. Overall, there are five reasons why it makes
sense to automate projects. This is because the automation process increases productivity, saves
valuable time and initiates a link between the systems involved. This results in optimized approval,
feedback processes are built in and all activities remain manageable.
Using certain project management tools, workflows and production processes can be defined across
organizations and run automatically. Multi-stage processes are automatically forwarded to the
downstream production chain after completion of an activity and assigned accordingly. Thanks to the
clear assignment of responsibilities and tasks within a team, each team member knows which tasks
need to be completed. All processes are designed more efficiently and are completed more quickly.
Every member of a team knows from the outset which tasks they have to complete. No project works
without administrative tasks. These are very time-consuming and involve small-scale processing.
Thanks to automation, tasks and responsibilities are assigned automatically, and the system also
takes care of the necessary checklists and deadlines.
Interdisciplinary teams are required to process the increasingly complex tasks within the set
deadline. However, each team uses its own tool and needs access to the data pool in order to
complete its specific tasks. It is therefore necessary for the systems and tools used to work together
in order to increase efficiency. If the individual team members have to search for the information
they need for their work, this leads to a decrease in efficiency. Modern automation tools can
circumvent this problem by defining processes across systems. In project management, the approval
process often comes into conflict with timing and resources. This has far-reaching consequences for
communication with stakeholders, as they are often not kept up to date.
These areas are suitable for automation
Process automation is used in various business areas and primarily serves to make the work of teams
easier. The core areas in which automation tools, which are mostly based on artificial intelligence,
have already been introduced and are actively used are shown below. However, there are only
certain tasks in each area that can be performed using such tools, so it makes sense to take a closer
look at these areas too:
Marketing and sales – in these areas of the company, processes in customer communication such as
email marketing, lead generation or social media management are particularly predestined for
automation. The automation of marketing campaigns and sales processes saves time and resources,
increases efficiency and enables the personalization of campaigns.
Answering inquiries – By integrating chatbots into the website, inquiries from customers or interested
parties can be answered more quickly. This reduces response times
improved, as automation solutions are in use 24/7 and can be personalized. This increases customer
satisfaction while conserving company resources.
Human resources – In human resources, companies benefit above all in the management of
applicants. In addition, automation solutions can be used in payroll accounting, time recording or the
onboarding process. HR processes can be managed efficiently and manual activities are reduced to a
minimum, allowing HR staff to concentrate on strategic tasks.
Finance and accounting – In this area, tools are used to automate payment processes, invoicing,
accounting and reporting. This avoids errors such as transposed figures or incorrect calculations. At
the same time, a company’s financial processes are made more efficient and compliance with legal
regulations and requirements is optimized.
Automation plays an important role in technical industries – in the IT sector and in technology. It is
used to maintain and monitor IT systems, deploy software, back up and restore data. It also helps IT
teams to work without errors. The availability of systems is improved and overall performance is also
optimized.
Production and logistics – industrial robots or automated assembly systems are increasingly being
used in these areas. With their help, tasks such as assembly, packaging, sorting and warehouse
management can be taken over. In this way, processes within production can be accelerated, the
error rate improved and the efficiency of production significantly optimized.
The wide range of applications shows that its use in various areas brings benefits. For example, the
efficiency of manual tasks can be increased. Additional resources are also freed up. AI-based
solutions are on the rise and are becoming increasingly important for efficient project management.
Companies that have previously avoided automation should take a closer look at this topic in order
to remain competitive. The advantages cannot be denied.
The advantages of automation in project management
By using the right software products, automation is often surprisingly simple and offers
extremely high benefits for users. The following advantages of using automation solutions in
project management can be derived:
● RouƟne acƟviƟes should be leŌ to technology. This frees up space for creaƟvity, but also
helps to free up additional time to develop new business ideas. Routine activities are usually
perceived as an “annoying compulsory program” that employees are reluctant to carry out.
As a result, a lot of carelessness and mistakes creep in when completing them. Employees
get bored and don’t feel challenged enough.
● No maƩer how good the training or experience in the job, a person remains prone to
errors.
● A correctly programmed machine will always work more precisely. The machine will be one
step ahead of humans, especially when it comes to calculating analyses or sorting work. It will also be able to carry out the same tasks for a long time – without taking a break and
without getting tired. Quality, on the other hand, definitely does not suffer.
● AutomaƟon soluƟons score points not only for their precise operaƟon, but also for their
higher speed when processing even complex tasks. Time-consuming work is therefore best
handled by the computer, which works reliably around the clock. As a result, projects can be
completed faster and to a higher quality. This means higher growth for the company.
● Costs can be saved by using such automaƟon soluƟons, as soŌware is less cost-intensive
and demanding than an employee. As several processes can be carried out in parallel, an
increase in turnover is achieved. Several studies have shown that the automation of business
processes has a positive effect on return on investment (ROI), i.e. profitability.
● In the course of automaƟng a process, it is broken down into its individual parts. In this
way, weak points can be identified and the process can be improved at the same time. This
primarily involves modernization, adaptation to modern requirements and customer wishes
as well as a dedicated problem analysis. It may be necessary to completely redesign a
process in order to adapt it to current conditions.
● The automaƟon soŌware sends digital reminders – to remind employees of meetings or
deadlines – when a deadline needs to be met. This keeps the employees concerned up to
date without overstretching their reminders. The aim of sending such reminders is to ensure
that the tasks that need to be completed within a deadline are also completed promptly.
The clear assignment of tasks within the team, the elimination of monotonous activities and
the resulting fewer discussions reduce the potential for disputes and strengthen team
cohesion. Automation allows them to better play to their personal strengths.
Automation – trends and forecasts
Experts are firmly convinced that automation will continue to develop strongly. This is primarily due
to the development of more powerful technologies. A classic example of this is artificial intelligence
(AI), as well as machine learning and robotics, which expand and complement automation
technology. It is assumed that companies will increasingly rely on intelligent automation tools to
solve complex tasks and achieve an increase in efficiency. Experts believe that the use of automation
will also increase in areas such as healthcare, education and the public sector. Automation will not
leave the future of work untouched either, as it will have an impact on the world of work. The
interaction
between man and machine will continue to increase, but should not be perceived as a threat. While
the repetitive, monotonous tasks that are absolutely necessary to get the job done will be
outsourced to machines, people will be able to focus more on creative, strategic and interpersonal
activities. It should be emphasized once again that automation is not intended to replace people, but
to change the nature of work and make it more efficient.
From a technological perspective, platform offerings will be used more and more frequently.
Companies want to use them to cover the entire process and take full advantage of the benefits of
automation. Overall, three forms of automation tools will stand out in 2024:
Language technology in the form of “Natural Language Processing” (NLP)
This AI-based technology is already in use in many companies. They work primarily as chatbots and
relieve the customer service center. These virtual AI conversational assistants are in high demand
because they reliably help to improve the customer journey, increase customer satisfaction and
enhance the customer experience.
Generative AI solutions
Applications based on generative AI were already very popular in 2023. They are trained with LLMs –
so-called “large language models”. They have been continuously developed and are now available for
more and more areas of application. In 2024, the number of companies using generative AI will
continue to rise.
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