Process automation: A guide to implementing it in your company

Imagine a logistics company that used to take hours to manually process orders and coordinate deliveries. Today, thanks to automation, this entire workflow is managed in minutes, error-free, and with full traceability.

In a business environment where speed, efficiency, and precision make the difference, this type of transformation is no longer an option: it's a necessity.

That's why CEOs, CTOs, and business leaders are turning to automation, not only to optimize repetitive tasks, but to completely reinvent their operations.

At Rootstack, we support organizations in their transition to digital efficiency, implementing customized robotic process automation solutions and tailored software aligned with their strategic objectives.

What is process automation and why is it key for your business?

Process automation involves using technology to execute routine or complex tasks without human intervention, freeing up internal talent to focus on higher-value activities.

“Robotic process automation (RPA) is a productivity tool that allows the user to configure one or more scripts (some vendors call them "bots") to trigger specific keystrokes in an automated manner. As a result, bots can be used to mimic or emulate specific tasks (steps in a transaction) within a business or IT process”, explained the Gartner portal.

Main benefits

• It allows for generating automated responses and executing specific actions as if performed by a human user.
• It uses technology that interacts directly with application graphical interfaces, mimicking user behavior.
• Automated workflows can operate on multiple applications simultaneously, integrating complex processes into a single routine.

How to automate processes in your company: A step-by-step approach

Automation doesn't simply mean acquiring a tool; it requires a strategic and structured approach. At Rootstack, we guide our clients through this journey in a personalized way. Here are the key steps:

Identifying Candidate Processes

Start by analyzing the most repetitive and high-volume internal processes. Tasks such as data entry, invoice generation, or email delivery are excellent candidates for automation. 

“Align your automation efforts with quantifiable business objectives, such as improving the customer experience or optimizing overall operations,” according to a Gartner study.

Impact Assessment

Determine which processes, when automated, will provide the greatest value to the business in terms of time, costs, or customer satisfaction.

Tool Selection

Depending on the level of complexity, you can opt for RPA solutions such as UiPath or Automation Anywhere, or develop custom tools like those we offer at Rootstack.

Phased Implementation

Start with controlled pilots. Once validated, gradually scale automation to other areas.

Training and Change Management

Ensure that teams understand the new workflow. Technology adoption must be accompanied by organizational culture. 
 

“In order to implement RPA within business functions, organizations must adapt both their technological and human structure. They must modify current roles and adopt and implement new ones,” they noted in a statement.study by Deloitte.

Key use cases: How to automate processes in the accounting department and other areas

One of the departments where automation generates the fastest return is the accounting department. Through robotic process automation, it is possible to:

- Automatic bank reconciliations: Cross-referencing data between accounts and systems to detect inconsistencies.

- Financial report generation: Real-time consolidation and distribution.

- Accounts payable and receivable management: Invoice review, data verification, and payment scheduling.

At Rootstack, we have worked with companies that have achieved up to 60% reduction in processing time for these tasks by implementing automated solutions.

In addition to accounting, processes can also be automated in:

- Human Resources: Employee onboarding, vacation management, contract generation. “Implementing Robotic Process Automation (RPA) in HR can help deliver better service to ensure process compliance with standards and regulations,” explained a study published in Research Gate.

- Customer Service: Automated responses to frequent tickets, integration of bots into digital channels.

- Operations: Order tracking, inventory control, order generation.

Common challenges and how to overcome them

Implementing automation can seem challenging. These are some of the most common barriers and how to overcome them:

• Resistance to change:

  Many employees fear that robots will replace their jobs. At Rootstack, we promote complementary automation, where humans rely on technology to increase their productivity.

• Integration with existing systems:

  It is essential that automation adapts to the company's current technological environment. Our solutions integrate with ERPs, CRMs, and legacy software through APIs or custom adapters.

• Scalability:

  Automation in isolation loses effectiveness. That's why we design scalable solutions designed to grow with your business.

Automation technologies that are transforming businesses

The technological ecosystem for automation is increasingly robust. Some of the technologies most used by our clients include:

• RPA (Robotic Process Automation): Ideal for repetitive back-office tasks.
• Automation with Artificial Intelligence: Image recognition, natural language processing, predictions.
• Custom workflows: Developed from scratch with low-code tools or proprietary solutions like Rootstack's.

Thanks to our experience in sectors such as banking, healthcare, retail, and logistics, we design automation architectures that meet security, compliance, and performance standards.

Automation is more than a trend, it's a necessity

Automating business processes is no longer a competitive advantage: it's a necessity to survive in the world. markets where time, precision, and agility define the winner.

“By 2025, artificial intelligence is expected to be part of business. It will enable natural language recognition and processing, the ability to work with large volumes of unstructured data, hypothesis-based predictive analytics, advanced learning capabilities, and performance improvement”, highlighted a report by Deloitte.

At Rootstack, we offer consulting, development, and implementation services for robotic process automation solutions, supporting our clients from initial assessment to integration and ongoing maintenance.

We invite you to review your internal processes and discover where you can start. Automating today ensures growth tomorrow. Contact us!

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