Home > Business Automation > RPA - The Ultimate Guide

Introduction

Business owner?

Then you must know how rewarding it is to run your own company.

And you must also know that small, menial tasks take up far too much time.

In fact, studies have found that the average small business wastes up to 40,000 hours a year on repetitive tasks such as data entry.

That’s crazy, right?

Think of how all those hours could really be spent…

Producing high-level work…

Communicating with clients and consumers…

Accelerating your business to new heights.

So, what to do about all that wasted time?

Well, that’s where RPA (Robotic Process Automation) comes in.

Yes, I know that sounds like something out of a cheesy Sci-Fi movie.

But RPA isn’t something from the future.

It’s happening right now - and it’s changing businesses for good.

Did you know that the RPA market is estimated to reach $2 billion in 2021?

That’s how relevant this industry is.

But where to start?

I know it can be a daunting process when there is so much information out there.

That’s why I’m going to help you out.

I’ve compiled everything you need to know about RPAs into this handy guide.

So you can get a head start on streamlining your business.

I’m going to explain:

 What RPA technology is

 What the different kinds of RPA are

 What RPA can be used for

 The key benefits of automation

 The key benefits of automation

 My top tips for effective automation implementation

Businesses around the world are seeing massive benefits from implementing automation processes.

Business Automation Expert, Christina Constantinou
Did you know?

88% of corporate controllers expect to implement RPA in 2021

Christina Constantinou - Business Automation Expert

Source: Net Suite

Trust us, we know…

We’ve helped some of them transform their business using RPA.

Isn’t it time you started seeing the rewards?

woman working at desk in an office

Talk to the Automation Experts!

Contents
Achieving optimal results and optimising processes with Lolly Co

Chapter 1
What is RPA technology?

Achieving optimal results and optimising processes with Lolly Co

Chapter 2
What are the different kinds of RPA?

Achieving optimal results and optimising processes with Lolly Co

Chapter 3
What is RPA used for?

Achieving optimal results and optimising processes with Lolly Co

Chapter 4
What are the benefits of RPA?

Achieving optimal results and optimising processes with Lolly Co

Chapter 5
Tips for effective automation integration

Chapter 1

What is RPA technology?

So, you’re probably wondering…

What exactly is Robotic Process Automation?

RPA is a form of business process automation that uses technology to automate.

Basically, that’s software developed to do all the boring bits for you.

RPA software robots or ‘bots’ are used to automate a bunch of different tasks that take up a lot of valuable time.

Have you ever noticed how there are some tasks that just take forever to complete?

Filling out forms…

Locating information…

Invoice management…

The tasks that cut too much into the time you need to work on high-priority jobs?

That’s what RPA is perfect for.

And so manycompanies around the world have realised this.

That’s why massive organisations such as:

 AT&T

 Walmart

 Walgreens

 Ernst & Young

are adopting RPA processes.

That’s why the RPA market is set to boom in a big way.

$2 billion, remember!?

Are you excited yet?

(I know I am!)

Chapter 2

What are the different kinds of RPA?

There are three main kinds of RPA tool:

 Assisted Automation

 Unassisted Automation

 Hybrid RPA

Let’s take a closer look at each type…

Assisted Automation

Assisted or attended automation involves a bot being deployed on a user’s desktop.

This then works alongside the user to automate certain tasks.

In simple terms, assisted automation is used at a workstation level.

This is perfect for certain types of tasks.

For example…

Last year, we worked with a small cosmetics company.

As they were a small team of only 25 staff it was really important for them to learn to utilise their time efficiently.

We took a look at how they were operating…

And found that their sales and customer service team were spending ages searching for customer information.

Up to 2 hours every single day.

That’s so much time that could be spent on the important stuff.

So, we helped develop Assisted RPA tools for them that would find and compile all the customer information they needed.

With just one click.

It meant they were able to use those extra 2 hours to secure those sales and take their business to the next level.

Impressive, right?

Unassisted Automation

Unassisted or unattended automation on the other hand involves software robots working autonomously.

Meaning they hardly ever need input from humans.

Unassisted RPA software robots work ‘behind the scenes’ in your servers.

You'll only need to interact with them if they flag an error.

Otherwise - they handle everything!

And as unassisted RPAs work autonomously, they can run 24/7.

For a lot of businesses, this is a lifesaver.

We recently worked with an accounting firm that was struggling to keep up with all the tasks they needed to complete.

So much paperwork…

And not enough time in the day to complete it all.

That’s where we come in.

We helped them out by building autonomous RPA software that did so much of that work for them.

Collecting client data…

Sending out invoices…

Storing and organising documents…

All on it’s own!

Leaving their accountants to focus on the stuff that really mattered.

(Actually, we saved them over 25,000 hours a year!)

Business Automation Expert, Christina Constantinou
Did you know?

40% of transactional accounting work is expected to be automated

Joanna Grimbley-Smith - Business Automation Expert

Source: In Tapp

Nearly every business process that involves repetitive, manual labour can be automated.

Hybrid Automation

Hybrid automation is exactly what it sounds like -

A combination of both assisted and unassisted automation.

Hybrid RPA involves software robots and employees working together as a team.

The RPA software automates both the tasks run fully by the bots and the tasks that the employees oversee.

It’s the best of both worlds!

And while hybrid RPA can be more costly…

Many business owners find that the sheer scale of automation makes it totally worth it!

woman sitting on street with laptop cheering

It’s important to determine which kind of RPA is best for your business.

Why not get in touch and let us figure it out with you?

We are the experts, after all.

Chapter 3

What is RPA used for?

I’ve already gone through a few examples of how businesses have made RPA work for them.

But there are so many ways you can utilise RPA.

Here are some of the top RPA use cases to give you some ideas…

1. Human Resources

Think about how many tedious, repetitive tasks your HR department has to carry out on a daily basis…

RPA bots can take care of these jobs for you!

Tasks such as:

Time and attendance management...>

Payroll…

Storing and locating employee history…

Can all be fully automated.

Implementing RPA can mean that HR teams can do their jobs much quicker and more efficiently.

And when HR runs smoothly…

So does everything else!

2. Customer Service

Anyone that’s worked in customer service will tell you that it’s often a thankless job.

Which isn’t helped by the fact that customer service involves monotonous, data-heavy work.

Integrating robotic process automation into your business can have a hugely beneficial impact on your service teams.

RPA bots can process queries…

Quickly pull customer information when needed…

Send out initial responses...

And let’s be honest…

Today’s customer wants a response now.

So utilising RPA can help you keep up with the demand.

Which then leaves your customer service agents free to do the important bits…

Like solving complex problems your customers may be having swiftly and effectively.

Leaving you with a whole host of happy customers.

And happy customers = big profits!

3. Recruitment

The recruitment process can often be extremely stressful.

So many resumes to process…

So many candidates to sort through…

So much data to deal with!

That’s why it’s a fantastic idea to use RPA to handle recruitment!

You can integrate automation software that can collect, organise and scan through resumes.

Which will then leave you with only the information you really need.

And once you’ve narrowed down your candidates…

RPA bots will be able to store and pull their data for you anytime you need it!

Which means all you’ll need to worry about is finding the perfect new recruit for your company.

Still not an easy feat!

But definitely made easier when you have automation software to deal with all the extra stuff for you.

Business Automation Expert, Christina Constantinou
Did you know?

35 percent of talent professionals and hiring managers say that AI is the top trend impacting how they hire.

Christina Constantinou - Business Automation Expert

Source: People Scout

4. IT Services

IT departments often have to wrangle a whole host of different services.

Meaning they are often super busy…

And may find it really difficult to get everything done.

Especially when they are occupied with tonnes of time-consuming tasks -

Like installing new software and server management.

Why not utilise RPA to streamline their workload and maximise their potential?

Automation software can help with so many tasks faced by IT employees.

Trust us - we know!

One of our clients is a UK based retail company.

They came to us looking to find ways to make sure they were using their precious time efficiently.

Especially their IT department, who had so much to do and so little time to do it in.

We helped develop RPA software for them that:

 Identified errors and quickly flagged them

 Handled email notifications

 Rebooted computers when necessary

 Managed help requests such as password resets

And more!

In fact - we ended up helping them automate 50% of their tasks.

And they found that made a massive difference to their performance on a day to day basis.

Amazing, right!?

5. Finance

One of the biggest requests we get from clients is to help them automate finance related tasks.

We totally get it -

All those numbers can be a giant headache.

And for a large number of small businesses - many without a dedicated finance department - dealing with finances can be tricky.

Luckily RPA is here to save the day!

RPA bots can be used to make sometimes puzzling finances a breeze.

Automation software can help you compile financial reports, plan budgets and even tackle general accounting.

This can be lifesaving for small businesses.

Because RPA bots are taking care of their financial data...

Their employees are focusing on actually growing their company.

And they often find themselves thriving as a result.

customer support team member working in an office

Chapter 4

What are the benefits of RPA?

Ok, so now you know a bunch of different uses for RPA.

But you’re probably wondering…

How can RPA really benefit me and my business?

Well, don’t worry - I’m here to clue you in.

Let’s take a look at all the amazing benefits you can expect from integrating RPA into your business...

1. Faster Results

This is one of the biggest advantages of using RPA.

Automation bots work quickly and reliably.

They take on tasks that often take more hours than they’re really worth.

Think data entry and document storage…

Because of this, employees will have more time to complete the more important tasks.

And when you need that data or those documents

Your handy RPA software will find it for you swiftly and autonomously.

Leaving your human workers to do what they need to do without wasting time searching for the information they need.

2. Increased Accuracy

And like all humans - they sometimes make mistakes.

Especially when they are tired or feeling slightly under the weather.

Fortunately, bots don’t get fatigued.

Which means that when you automate tasks -

Particularly tasks involving data -

You can expect high levels of accuracy every single time.

Meaning you can breathe easy knowing that all the information you are working with will be exactly right.

And that it will always be exactly right.

That’s a level of consistency that your business deserves!

3. Reduced Risk

Of course, a reduction in errors means a reduction in risk.

Think of it this way…

You have an important client meeting.

You can’t afford for anything to go wrong.

But, again, human error means that sometimes things do go wrong…

However, you don’t have to worry about that -

You’ve got RPA toolson the case!

Integrating automation into your business to deal with:

 Making sure crucial emails are sent out

 Collecting all the information you’ll need

 Ensuring documentation is able to be located when required

 Guaranteeing data is correct

Will reduce the risk of issues arriving when you really need things to go smoothly.

And, trust me -

You’ll be super grateful for RPA when you ace that meeting!

4. Higher Employee Satisfaction

Most employees loathe having to carry out tasks that are boring and repetitive.

Especially because these jobs often seem to be unappreciated.

But RPA can help!

Business Automation Expert, Christina Constantinou
Did you know?

Studies have show the number 1 job requirement for employees globally is appreciation for their work.

Christina Constantinou - Business Automation Expert

Source: BCG

Introducing RPA tools into your daily operations can have a positive impact on employee satisfaction.

When automation bots are there to take care of the tedious -

Particularly ones that take up too much time and are super tedious

Your employees are able to focus on jobs that are both higher-value

And more mentally stimulating.

And this can be hugely beneficial for your business.

After all…

A happy employee is a productive employee!

5. Cost Saving

When you run a small business, it is important to find ways to cut costs.

While at the same time maintaining work and production quality.

And while a lot of people’s first thoughts when it comes to discussing automation in business and saving money are job losses…

I’m here to tell you that does not have to be the case!

Instead, you can use RPA to cut costs by streamlining your business.

Incorporating RPA into your business can take care of the tasks that may be overwhelming your workers.

Which means that you can develop RPA bots to take on the extra workload.

Instead of hiring new employees for those specific tasks.

This is actually three benefits in one:

 RPA bots will be able to complete repetitive tasks quickly and efficiently

 Saving money by transferring tasks to automated software instead of new recruits

 Higher satisfaction levels amongst your employees due to decreased workload

That’s pretty amazing, if you ask me!

6. Compliance and Fraud Prevention

This is a benefit that many people don’t consider.

One of the best uses of RPA technology is to manage sensitive information.

Think employee and customer information…

Credit and debit card details…

Company finances…

You get the picture.

By developing RPA software to manage this sort of information, you are significantly reducing the risk of fraud.

This is because there will be a lot less human interaction with this information.

And so mistakes such as accidentally leaking sensitive details are far less likely to occur.

You can also use RPA bots to store and manage your financial records.

Which can be incredibly useful when it comes to accounting and tax compliance.

And so you can have peace of mind knowing all your data is safe and secure.

developer programming on a laptop

Chapter 5

Tips for effective automation integration

Now that I’ve sold you on all the fantastic benefits RPA has to offer…

It’s time for me to give you my top tips for effective automation integration.

Just to make sure you’re 100% confident when starting your automation process.

Ready?

Let's go…

Figure out what your business NEEDS

Every business is unique.

Every business has different needs when it comes to RPA.

So I can’t overstate the importance of sitting down and figuring out what your business could really benefit from.

Maybe you want to focus on integrating automation into your customer service department.

And so you might want to consider assisted automation.

Which can manage customer information and work alongside your team.

Or maybe unassisted automation is right for you.

Because you need to save all the time you can and so prefer a bot that is autonomous.

Perhaps you even want a bit of both.

Make sure you are clear on what you want to achieve with RPA -

And then you’ll have a great place to start from.

Business Automation Expert, Christina Constantinou
Did you know?

RPA vendors estimate 25–60% cost savings due to RPA roll-out.

Christina Constantinou - Business Automation Expert

Source: AI Multiple

Prepare your TEAM

Starting the process of developing RPA for your company can be super exciting.

Many business owners want to race ahead and get started ASAP.

And I totally get it -

Improving your business is a huge deal!

But first, you need to make sure your team knows what is going on.

Take some time to discuss your plans with your employees.

That way they know what to expect when the automation technology is implemented.

Otherwise you may have a bunch of confused team members with a disrupted workflow on your hands…

And you definitely don’t want that.

It’s a good idea to organise training sessions for your employees.

So they can get to understand what RPA involves and how to work alongside it.

That way your employees will feel confident about the new RPA technology being integrated into their daily work life…

And they’ll probably be just as excited about it as you are!

Consider the issue of SCALABILITY

While it is important to assess what your business needs now…

It is also crucial that you consider what your business will need as you grow.

That’s why it’s completely necessary to implement RPA that is scalable.

It’s all well and good to have RPA bots that do their job right now…

But if they can’t accommodate your expanding business…

And instead crash and burn

Then was it really worth it in the first place!?

So it is really important to stress scalability and flexibility when developing RPA technology for your business.

Trust me.

Find the very best DEVELOPERS

Now you could try to develop and implement automation technology on your own…

Or with a cheap, inexperienced developer...

But that would almost definitely be a disaster.

Believe me - I’ve seen it.

People try to cut costs by going for inexpensive, quick options.

And they end up with:

 Poor quality software

 Badly managed implementation that grinds their business to a halt

 RPA that is unscalable and therefore useless

 Software that is needlessly difficult to use

Effectively wasting everyone’s time.

Instead, choose to work with the experts.

(That’s us!)

And you’ll end up with RPA software that is high-quality and works like a dream.

Seriously - I promise you won’t regret it.

Conclusion

To recap, we’ve looked at:

 What RPA is

 What the different kinds are

 Different use cases for RPA

 What the benefits are

 How to implement effectively

Now what?

Well, that’s where we come in.

We’ll help you figure out what kind of RPA is best for your business needs.

And we’ll build the custom automation software of your dreams.

So…

What are you waiting for?

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