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 * Chris Rochford
   
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 * * 2 days ago
   * 
   * 3 min read




THE PATH TO AUTOMATION










As a leader in your firm, you're always looking for ways to increase efficiency,
maximize your team's strengths and find better ways to serve your clients.
Automating specific processes can open up possibilities in all these areas; it
enables you to minimize manual data entry, reduce errors and shows your clients
that you are in touch with modern technology.






However, automating business processes isn't as simple as flipping a switch.
There are many considerations involved in setting up automated systems correctly
so your operations run smoothly. So let's walk through what it takes for firms
to successfully achieve automation transformation.







STEP 1: IDENTIFY WHAT YOU WANT TO AUTOMATE



One of the first steps in automating processes is determining which tasks or
steps within your workflow you want to automate. To do this, it is essential to
look at each process step-by-step and consider how it can be done more
efficiently with automation.






Prime candidates for automation are anything that is highly repetitive. Some
ideas include:



 * Manually entering data

 * Matching expense transactions to receipts

 * Calculating payroll and payroll taxes

 * Reconciling accounts

 * Posting adjusting journal entries

 * Preparing monthly A/R and work-in-progress reports and distributing them
   across the firm

 * Sending outstanding balance reminders to clients

 * Paying vendors and suppliers

It's also helpful to talk to your team to get ideas on which tasks or processes
can be automated. Simply ask your team members what tasks they have to do daily,
weekly or monthly that they wish they could automate—you'll likely wind up with
a long list of potential ideas.







STEP 2: REVIEW AND STREAMLINE YOUR PROCESSES



Before automating any processes, you much review your existing processes and
look for ways to streamline them.






Unfortunately, many firms skip this step. Instead, they decide what tasks or
actions they want to automate in their workflow, then jump right into automating
them. But this often leads to automating the wrong things, making automation
unnecessarily complicated, or giving up on the initiative altogether.






First, you need to make sure you have consistent processes in place. Automation
won't be effective if your processes are inconsistent and you're catering to
personal preferences because technology can't automate what is erratic and
unpredictable.






Next, look for any unnecessary or wasteful steps and remove them. Unnecessary
steps often arise from outdated processes or manual activities that are no
longer relevant. They can creep into your processes over time, so even if you
went through a process improvement initiative a few years ago, it's a good idea
to look to see if you can find waste you can eliminate. For example, if a
process has 20 steps and you can redesign it with only ten steps, it will be
much easier to automate.






Ultimately, reducing unnecessary steps will reduce costs and increase the
overall quality of your output.







STEP 3: IMPLEMENT THE AUTOMATION SYSTEM



Once you've reviewed and streamlined your processes, you have a map for
automation and can begin implementing your strategy.






Some automation opportunities might be available within your existing technology
stack, or you may need to select a new vendor or platform that integrates with
your current systems. Some popular ones include Microsoft Power Automate, Power
Apps, UiPath and Blue Prism.



Additionally, you'll need to properly train your team on using and maintaining
the automation system.







STEP 4: MONITOR AND ADJUST AS NEEDED



After implementing an automated system, it is crucial to monitor its performance
and make adjustments when necessary. Automated processes can quickly become
outdated if you're not continuously revisiting and improving them. Review your
workflows and automations regularly and make changes when necessary to ensure
they function correctly. Additionally, by keeping an eye on performance and
making adjustments as needed, you can maximize the potential of your automation
system and get the most out of your investment.






Automating business processes can be a complex task, but with the right planning
and execution, it can be an effective way to increase efficiency and
productivity. By following these five steps, you can ensure your automation
transformation is successful and provides tangible benefits for your firm.


 



COULD YOU BENEFIT FROM STRUCTURE AND ACCOUNTABILITY AS YOU STRIVE TO PUSH YOUR
FIRM FORWARD?







The Boomer Process Circle is a peer group of top Process and Lean Six Sigma
leaders in the accounting profession who share tools and resources for pushing
change within their firms. Apply now to tap into the experience and expertise
you need to lead the charge for continuous improvement.


Apply Now

 








As a Technology and Business Analyst for Boomer Consulting, Inc., Chris Rochford
leverages a diverse background in web development and technology consulting. His
role involves managing Boomer Consulting, Inc.’s internal technology, as well as
researching how new and emerging technologies can be leveraged internally and
for our external clients.



Before joining Boomer Consulting, Inc., Chris spent 15 years in tech, doing web
development for state and local government agencies and commercial clients.



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