How to Automate Processes: A Practical Guide for SMEs

In an economic world where competitiveness is king, process automation is no longer a luxury reserved for large companies, but a necessity for any organization wishing to remain successful. Perhaps you're wondering where to start? This comprehensive guide will take you step by step.

The challenges of automation in figures

• 78% of French managers consider automation a strategic priority
• Automated companies save an average of 4 hours per employee per week
• Average ROI for automation projects is 250% over 3 years

A concrete scenario for a better understanding

To illustrate our point, let's imagine the case of a French SME in the agri-food sector. In this company, a team of five people initially spent 15 hours a week manually managing purchase orders, invoices and customer reminders. The implementation of a suitable automation solution could reduce this time to just 2 hours a week, freeing up precious time for higher value-added tasks such as customer advice and sales development.

Why structure your approach?

Automation is not just a question of tools. Above all, it's a strategic approach that requires :

• A clear vision of the objectives to be achieved
• A structured methodology
• Tailored support for teams
• Precise measurement of results

In this guide, we'll explore together the four essential steps to a successful automation project, from first steps through to scale-up.

Step 1: Business process analysis

A thorough analysis of your existing processes is the cornerstone of any successful automation initiative. This crucial step identifies opportunities for optimization and transformation.

Process mapping

The first step is to thoroughly document your current processes. This involves establishing a clear, detailed vision of each workflow, identifying the players involved, the decision points and the interactions between the various stages.

To carry out this mapping effectively, start with your organization's most common processes. For example, in a sales department, you could analyze the entire process from receipt of a customer request to contract signature.

Identify inefficiencies in current processes

Once you've mapped your processes, it's easier to identify areas of friction and bottlenecks. Telltale signs of inefficient processes include:

• Time-consuming repetitive tasks for your teams
• Steps that frequently generate errors
• Long waiting times between different actions
• Multiple validations slow progress

Prioritization matrix

To prioritize your automation efforts, evaluate each process according to two main criteria: its potential impact on the organization and its complexity of implementation.

Focus first on high-impact, low-complexity processes. These are typically :

• Automatic confirmation e-mails
• Generation of periodic reports
• Automated customer reminders
• Standardized data entry

Practical advice

Don't hesitate to involve your employees in this analysis phase. Their day-to-day experience of processes is invaluable in identifying the most relevant points for improvement. Organize workshops where everyone can share their observations and suggestions.

Example of process automation

Take the case of expense claim processing. A detailed analysis might reveal that an employee spends an average of 45 minutes :

• Scan your receipts
• Fill in an Excel file
• Send by email
• Tracking validations
• Relaunch if necessary

This time-consuming and error-prone process is an ideal candidate for automation.

Step 2: Choosing software and tools

As the ProcessMakerThe choice of the right tools is crucial to the success of your automation project. Today, there is a wide variety of solutions to suit different needs and levels of complexity.

The different tool categories

For simple, repetitive tasks, workflow automation tools are often an excellent starting point. These solutions enable basic processes to be automated without the need for advanced technical skills.

According to BOC GroupBut it's essential to adapt your choice of tool to your organization's digital maturity. Here's a step-by-step approach:

Level 1: Basic automation No-code/low-code tools to automate simple tasks such as validations or notifications. These solutions are particularly suitable for beginners.

Level 2: RPA (Robotic Process Automation) For more complex processes requiring interaction with several existing software applications. RPA enables the automation of tasks that mimic human actions on different applications.

Level 3: Complete BPM platforms These solutions, as AppvizerThese solutions offer a global approach to automation, centralizing the management of all your processes.

Essential selection criteria

When choosing your process management solution, consider :

• Ease of use and adoption by your teams
• Integration with your existing tools
• Total cost of ownership (license, training, maintenance)
• Solution scalability
• Support and guidance

Stage 3: Implementing business process automation

Successful automation requires a methodical, step-by-step approach. As AsanaThis step is crucial to ensure the adoption and sustainability of your transformation.

The pilot phase: a compulsory step

The first step is to select a representative but limited pilot project. This approach enables you to test your hypotheses, identify any necessary adjustments, and quickly demonstrate the added value of automation. The choice of pilot scope must be strategic: simple enough to guarantee rapid success, but significant enough to demonstrate real impact.

Preparation and documentation

Drawing up precise specifications is the foundation of your deployment. According to BOC GroupThis document must detail quantifiable objectives, target processes and success criteria. It will serve as a reference throughout the project and facilitate communication between the various stakeholders.

The importance of training

Training is not just about using the tools. It must encompass an understanding of the new processes and their impact on employees' daily lives. Personalized support is essential to reassure and motivate teams in the face of change.

Progressive, controlled deployment

Ideally, deployment takes place in three stages:

• First, an in-depth test with a small group validates the processes.
• Then, experience feedback leads to necessary adjustments.
• Finally, general deployment can be launched with confidence.

Continuous measurement and optimization

The implementation of relevant performance indicators enables the efficiency of automated processes to be monitored. These measurements must cover both quantitative aspects (time savings, error reduction) and qualitative aspects (user satisfaction, process fluidity).

Step 4: Scaling and automating enterprise-level processes

The success of a pilot automation project paves the way for a broader corporate transformation. As ProcessMakerThis expansion phase requires a structured, well-thought-out approach.

Valuation and capitalization

Before extending automation to other processes, it is essential to learn from early experience. Feedback helps identify key success factors and areas for attention. This in-depth analysis will serve as a solid foundation for future deployments.

A gradual ramp-up

The extension of automation should follow a logic of concentric circles. By starting with processes that are most similar to those already automated, risks are minimized while synergies are maximized. This approach also makes it possible to reuse acquired skills and identified best practices.

Adaptation and continuous evolution

Needs evolve, technologies advance. According to AppvizerIt is crucial to keep an active watch on new automation possibilities. Ongoing optimization of processes already automated must be accompanied by reflection on new opportunities.

The organizational dimension

Scaling up often implies deeper organizational changes. It may be a good idea to set up a team of automation experts to act as a skills center for the whole company. This team can support the various departments in their transformation and ensure consistency of approach.

The key role of indicators

To effectively manage this ramp-up, precise indicators need to be defined. In addition to traditional performance measurements, it is important to monitor more strategic indicators such as the adoption rate of automated solutions, or the overall return on investment of the automation program.

Anticipating future developments

Scalability concerns not only the functional scope, but also the technical capacity of the chosen solutions. PucePlume recommends ensuring that the tools selected can keep pace with the company's growth, both in terms of volume and process complexity.

Industrial feedback

A French industrial company began automating its supplier orders. Following the success of this first project, it gradually extended automation to inventory management, then to production planning. This step-by-step approach enabled the company to maintain a high level of control, while maximizing the benefits of each phase.

Conclusion - Take action

Today, process automation represents a major competitive lever for French companies. As we have seen throughout this guide, the key to success lies in a methodical, step-by-step approach.

Key points to remember

The success of your automation project depends above all on an in-depth analysis of your existing processes, a judicious choice of tools adapted to your needs, controlled implementation and a clear vision of scalability. This transformation is not just a technical issue: it's above all a corporate project that requires the commitment of everyone involved.

Where to start?

As recommended by AsanaThe first step is to identify a simple but significant process in your organization. Start small, but start now. The rapidly visible benefits of this first project will serve as a catalyst for the rest of your transformation.

Your immediate action plan

1. Start mapping your priority processes tomorrow
2. Identify a pilot project that can be implemented within 3 months
3. Set clear, measurable objectives
4. Mobilize a motivated team to carry out this first project

Frequently Asked Questions (FAQ)

How do you automate a process?

We recommend a methodical, four-phase approach. Start with a detailed analysis of the process you want to automate. Document each step and identify friction points. Next, clearly define your automation objectives and select the tools best suited to your needs. Implementation should be gradual, starting with a pilot project to validate your approach. Finally, measure results and adjust if necessary before extending automation.

Which tasks should be automated?

In our experience, the ideal tasks to start automating are those that combine several characteristics: they are repetitive, time-consuming and follow clearly defined rules. In particular, we recommend that you give priority to automating :

• Generate and send standardized documents
• Processing recurring data
• Simple validation processes
• Regular reporting tasks
• Follow-up and follow-up actions

How do you plan the implementation of an automation system?

We recommend a structured three-phase approach. First, a preparatory phase where you identify your precise needs and define measurable objectives. Next, a design phase where you configure your solution and carry out in-depth testing. Finally, deployment, which must be gradual to allow teams to adapt. Success depends on strong end-user involvement right from the start of the project.

Why automate a workflow?

Automation brings several tangible benefits:

• Significant time savings
• Error reduction
• Process standardization
• Better traceability
• Increased customer satisfaction
• ROI generally achieved in 6-18 months

How do you plan and implement an automation system?

Effective planning involves :

1. Precise assessment of needs
2. Setting a realistic timetable
3. Allocating the necessary resources
4. The creation of a pilot project
5. Evaluation and continuous adjustment

What tools do you recommend for getting started?

To get started, choose :

• No-code/low-code solutions for simple processes
• Tools with an intuitive interface
• Platforms offering good support
• Scalable solutions

Start with tools like Zapier or Make (ex-Integromat) for simple automation, then upgrade to more complex solutions as your needs evolve.

Remember: the best tool is the one that matches your level of digital maturity and your specific objectives.