How to Choose the Right Automation Tool
Published: 20/10/2018
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We are calling out to all decision-makers across different industries. You can no longer avoid process automation. What matters now is picking the right business automation tool. It will either make or break your business. Timesheet Portal will help you make an educated decision.
Every company, regardless of size or sector, has automated an aspect of its business. In fact, adopting automated tools is essential for success today. As modern technology advances daily, the number of processes needing human involvement decreases.
Of course, this means myriad automation solutions are on the market, each targeting a different set of processes. Some overlap in functionality, some are specific and unique, and some can be linked together to expand their capacity. However, such variety makes it difficult to choose the ones your business will benefit most. This is why we put together a list of key criteria for an automation tool, which we are happy to share.
It’s not an easy decision to make when you have to spend money on a commitment. If you ensure the software of choice ticks these seven boxes, you are unlikely to make a mistake:
It’s customisable
It minimises the need for human involvement
It is designed to scale with you
It has a reporting module
It is capable of speeding up your existing processes
It can be applied across different parts of your business
It integrates with other tools you have.
This may seem like a lot, but it truly isn’t. All these things are easy to check by signing up for the tool’s free trial or receiving a demo from the vendor. But let us explain why we’ve chosen these items specifically.
Adopting automation leads to the minimisation of human error. Therefore, the expectations naturally include complete accuracy when it comes to data-related tasks. However, it may be challenging to achieve if the business has unique and complex processes. That’s why you should not go for off-the-shelf software but instead aim for customisable solutions.
Good software won’t have you changing the processes entirely (unless you are proving their irrelevance to your business). It will, however, shorten and streamline them. In other words, you want the digital solution to take over your existing processes to enhance them without having to optimise them first.
The very purpose of adopting automation is to reduce the number of steps you, the user, have to take by handing them over to business intelligence. If the tool requires you to jump through multiple hoops in order to simply make it run, you should seriously question its effectiveness in the long run. Chances are, this is not the right business automation tool and won’t create the seamless experience you seek.
Since every business has different goals, the metrics tracked will differ as well. While there are key indicators every organisation wants visibility of (e.g., income generated throughout a certain period), there will always be a set of metrics that matter only for that business. For example, a construction business may want to know how much money was spent on a particular material. It would want to break the cost down to the material, shipping, and VAT.
This is why it’s crucial for the automation tool to have customisable reports. This enables the visibility of generic metrics and those tracking the unique figures that matter to your organisation.
Finding the right solution is usually time-consuming, with a market as vast as that of business automation tools. No one likes wasting time when it comes to business. Therefore, once you go all nine yards before obtaining software - you don’t want to do it again in the near future. The key to ensuring that is getting a solution that’s capable of scaling with you.
Don’t think you need to get a new tool for every challenge your business faces. It would lead to substantial financial losses, especially if the problem only needs to be addressed once it is solved. Most business automation tools are designed to be long-term solutions and operate on a subscription model. That’s why you want to invest in a solution that can be used to address several challenges at once.
Given the competitive and saturated market, it’s rare to see tools that only address one area of the business at a time. To stay competitive, automation solutions offer different modules and features. They are each applicable across different departments and work in different processes. Your job is to think through the specific problems you aim to solve and then research additional features to see if they can be used elsewhere in your organisation.
Everything, including functionality, has a limit. While good software can serve you well for years, your business may eventually outgrow the solution’s capacity. But just like with every problem, there’s a relatively easy solution to this. Aim for highly integrated software.
Integrations expand the platform’s native functionality by linking it with other solutions. When connected, different solutions communicate with one another and exchange data, deepening the insights collected. This unlocks new automation prospects that neither of the tools would offer if used individually.
By this point, you have probably recognised the telling signs of good business automation tools and are ready to find THE one. However, to drive a real, noticeable change in your organisation, consider building a digital toolbox from the start instead of purchasing digital solutions haphazardly when you need them.
When you focus on building a toolbox instead of adopting stand-alone solutions, you get the chance to create a perfect, sustainable system. And it will become the core of your business. By setting out goals you want to achieve, challenges you’re struggling with and software you already possess, you can start mapping out what tools will be needed.
For example, if you want to automate the invoicing process, you will need a timesheet solution and an accounting system that integrates with one another. You may also realise you need to find a better way to distribute the said invoices as you have a vast database. In this case, you will want both solutions to also integrate with a CRM. What you include in your digital toolbox or how many solutions you’ll need depends solely on your needs and goals.
Business process automation is now an essential part of every organisation. However, the market is heavily saturated with all types of business automation tools. Finding the one that will genuinely change how your company operates is challenging. While what you’re looking for depends on the problems you’re trying to solve, ultimately, you want to invest in a product that will last you a long time. Ideally, It will support you across different aspects of the business and grow with you.
It is advised to adopt several business automation tools at once. Ensure they’re integrated with one another, as this will maximise their impact and provide better coverage of your processes. Additionally, solutions linked together offer expanded automation and analysis options.
Ready to start building your business automation toolbox? Start with timesheet software.