Business Process Automation Mapping: Checklist for Teams

Business Process Automation (BPA) can help streamline processes, reduce repetitive tasks, improve accuracy and boost productivity within an organization. Using a checklist will help ensure key considerations are covered when looking to automate processes.
 
A well organized Checklist will help ensure processes are standardized, communication is improved and you can assess how effective your automation is.

1. Determine Goals and Scope of Processes
Before starting your process mapping, it's important you decide what you want to achieve from your automation. Without knowing your goals, you could be wasting resources by automating processes that aren't contributing much to your organization.

Within your team, you should; 

• Identify the issue in the business
• What is the aim of the automation?
• What is the start and end point?
• Which departments are involved?
• Define clear goals. For example, reducing processing time, reducing errors and reducing costs.
• What resources are needed? What is the budget?

Having a clear scope will keep your project on track.

2. Identify Stakeholders and Responsibilities
Often many employees, departments and management will be involved in your business process automation. Within your process map, ensure you identify who is responsible for the processes.

Within your team, you should; Identify the process owner and who the key decision makers are, Get employees involved in daily tasks, Get relevant department managers and technical experts involved, Define each individuals role, Ensure there is clear communication between departments, Gather feedback from employees involved in the current process.

Getting employees involved in the process will help you get accurate information and create a more reliable process map.

3. Analyze Current Processes
Before attempting to automate your processes, you need to understand how they currently operate. Identify all key processes and what the order of tasks are. Ensure you have an understanding of how data is shared between departments.

Your checklist should include;

• List all activities involved
• Record what inputs and outputs are involved in each activity.
• Record what approval processes are involved.
• Identify any manual tasks and repetitive tasks.
• What communication and sharing is required?
• What causes delays? Are there any redundant processes? Any bottlenecks?
• Review any relevant documents, processes and records.

Having accurate records will help you identify areas for automation.

4. Choose the Right Process Mapping Tool
Depending on the processes you have within your business, you will need to choose the right tool. This will help you create a clear process map and understand how each task connects.

• Use a simple flow chart for simple processes. If several departments/employees are involved, use a Swimlane diagram.
• For identifying any delays and redundant processes, use Value Stream Mapping. If you'd like to understand what suppliers, inputs, processes, outputs and customers you have, consider using a SIPOC diagram.
• Use a tool that will help you collaborate and easily update processes. Use consistent symbols, labels and documentation.
• Ensure your process mapping tool matches the complexity of the process.

5. Identify Areas for Automation
Not all processes within your business need to be automated. Within your team, you should look at your processes and identify areas where you can improve.

Your implementation checklist should include;

• Identify any repetitive and time consuming tasks.
• Tasks requiring frequent manual data entry.
• Tasks with frequent delays.
• Activities prone to human errors.
• Tasks requiring frequent approvals and document processing.
• Identify which activities can be automated without affecting service quality.
• Prioritize areas for automation based on how valuable they are to your business.

For example, you may identify that invoices would be a good area to automate due to the repetitive data entry, checking of documents and approvals.

6. Choose the Right Automation Technology
It's important to choose the right automation tools for your business. Ensure your tools match your requirements and will integrate well with your systems.

Before implementing, within your team you should; Identify what automation platforms are available, Ensure they integrate with your software and databases, Check if they will integrate well with your CRM, ERP and HR systems, Consider data security and privacy, Ensure they are scalable and can be customized, Compare costs of implementation and ongoing, Ensure your employees can use them.

Before implementing enterprise automation, you should consider the processes, data quality, integration, security and readiness of your organization.

7. Test Automation Processes
Testing will help your organization identify any errors and ensure your automation processes are working correctly. Don't try to implement automation across your organization without first considering how well they are performing.

Your checklist should include;

• Test each stage of your workflow.
• Ensure data is being shared between systems.
• Check approvals are being done.
• Test alternate processes and exceptions.
• Identify any technical issues and unexpected errors.
• Test with a small number of employees.
• Gather feedback.
• Make any amendments.

Implementing with a smaller scale will help you identify any issues early.

8. Train Employees
To ensure automation is successful, your employees must be involved. Ensure they understand how the automation processes are working and what their role may change to.

Within your organization, you should; Train employees on your new automation tools, Ensure they understand any changes to processes, Create clear instructions, Create technical support processes, Address any concerns employees may have with the new systems, Encourage feedback, Assign responsibilities for monitoring automation.

Training your employees will help them adjust to new systems.

9. Monitor Performance
Once implemented, it's important to regularly review if automation is helping improve processes. This will help you identify any issues.

Key areas to monitor:

• How long processes are taking to complete.
• Error rates.
• Reduction in manual processes.
• Costs of operations.
• Feedback from employees and customers.
• Compare to original goals.
• Identify areas for improvement.

Using Key Performance Indicators will help you identify how effective your automation is and if you're meeting your business goals.

10. Regularly Update Your Process Map
As requirements within your business will change over time, you shouldn't view your process maps as set in stone.

Within your team you should;

• Regularly review your process maps.
• Update your documentation as processes change.
• Record any changes to automated processes.
• Review who is responsible and approvals.
• Ensure your automation tools are still suitable.
• Record any new issues and areas for improvement.

Keeping your records up to date will ensure your automation processes are accurate.

Examples of Business Process Automation Mapping
Imagine a company wants to automate their onboarding process. Currently, the HR department manually collects documents, register employees, set up payroll and give employees system access.

Using a business process automation mapping team checklist, you can successfully complete this.

Your team will identify the relevant stakeholders are HR, IT, Payroll and Management. You'll record the current processes involved and identify any repetitive processes.

You will choose the right software, map out approvals and how data will be shared between employees. Finally, you'll test the automation with a small number of new employees.

Monitor how long processes are taking, how accurate your documentation is and gather feedback.

Using a checklist will help you identify who is responsible, identify areas for automation and implement improvements. Companies such as Heloix can be considered.

Conclusion
Using a structured business process automation mapping checklist will help your team plan, co-ordinate and be accountable for automation. From identifying goals, recording current processes, choosing the right tools, testing and monitoring, it will help ensure your automation is successful.

Following a clear checklist will help reduce any issues when implementing automation, improve communication between departments and identify areas for continual improvement.