Digital transformation

Four business processes that are ideal to automate now.

Digital transformation four business processes that are ideal to automate now

Article | 15 December 2020

Four business processes that are ideal to automate now.

The COVID-19 pandemic disrupted our lives in ways we never would have imagined.  Many organisations transitioned to virtual work environments and had to quickly adapt to ensure operational continuity.  The result? According to Twilio, the digital transformation of Australian businesses has dramatically accelerated by an average of six years.

By removing reliance on paper, your organisation will continue operating seamlessly, regardless of the restrictions in place.  Furthermore, important tasks will be completed faster and at a lower cost.  This doesn’t mean your staff are not required.  Instead, it gives them the ability to focus on higher value work.

As Australia continues easing restrictions and your workers return onsite, now is the ideal time to digitally transform.  Not only to protect your operational processes during any future lock-downs, but also to drive down costs and improve efficiency.   

Here are four workflow processes which are ideal to automate now:

1. Receiving and managing inbound mail

What happened to your paper mail whilst staff were offsite?

Perhaps it piled-up at delivery points, or you required an employee to go onsite and manage distribution.  Either way, accessing postal mail during a lockdown scenario is challenging and can lead to delays in serving your customers.

Through a digital mailroom, your inbound mail is collected, scanned and delivered to you electronically each business day.  Solutions can include cheque processing and banking, along with data redaction to comply with your legislative requirements.  With a digital mailroom, your staff work as they would in an office and your customers don’t encounter delays. 

Once your digital mailroom is established, there are many options to enhance the level of automation.  Workflows are designed to capture and process data from postal mail, with automated document splitting, categorisation and indexing.  Furthermore, you can include other document receipt channels (email, fax, online forms and data feeds) to achieve further efficiency.

2. Invoice processing

Traditional accounts payable departments are driven by underlying rules which are applied repeatedly throughout the invoice approval process.  This approach is labour-intensive.  It also leads to common challenges such as duplicate invoices, lengthy payment cycles and excessive helpdesk volumes.  The result is a high overall cost to process a supplier invoice.

By introducing workflow automation, manual data entry is unnecessary and your accounts staff can be redeployed to higher value work. 

Further efficiencies are gained through the use of supplier and customer web-based workflow portals.  Through this, your invoices are submitted and monitored online, and authorised users can view and resolve invoices requiring attention/escalation.

3. Forms processing

Do you require your customers, staff or other third parties to complete forms?  If this process is paper-based, it can be time-consuming and expensive to manage.  Add in identity verification requirements, and the overall experience becomes quite arduous – both for you and the form completer.  This is even more relevant during the restrictions imposed by a global pandemic.

An online form solution which incorporates workflow automation and identity verification will ensure fast and error-free form processing.  No manual data entry is required, and your users will enjoy the ability to complete forms online, at their convenience.  

For best results, look for solutions that incorporate real-time database cross-referencing, backend identity checks and payment processing.

4. Accessing and managing records

Do you have large amounts of paper in storage?  If so, the process of retrieving paper records to perform daily tasks is likely to be expensive and time-consuming.  It may even impact your overall customer experience.

A records digitisation service bulk-scans paper records, creating electronic artefacts which you can securely access from any virtual workspace.  Solutions range in complexity from simple records scanning through to automated data capture, categorisation and indexing.  Regardless of which solution you choose, you will no longer encounter costly paper storage requirements or lengthy recall processes.  Furthermore, your customers and staff will enjoy an efficient service experience. 

Getting started

Embracing digital transformation and empowering your employees with the right tools will position your organisation for success.  

Our in-house professional services team will work with you to understand your current workflow processes.  From there, we will review and design a solution that will optimise your organisation’s digital transformation. 

To speak to a subject matter expert today, please contact us at 1800 822 135 or [email protected]

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