What You Should Know Before Starting Your First Automation Project
A Practical Guide for Businesses Ready to Embrace RPA
Introduction
Launching your first Robotic Process Automation (RPA) project can be both exciting and intimidating—especially if you’re new to automation. Before jumping headfirst into purchasing software or hiring consultants, it’s essential to get clear on your goals, processes, and expectations. Here’s a rundown of the most important things you should know before you kick off your very first RPA initiative.
1. Know Your “Why” and Desired Outcomes
Start with a Goal in Mind
- Are you trying to reduce manual data entry?
- Shorten invoice processing times?
- Improve accuracy and compliance in a regulated sector?
Whatever the motivation, define clear, measurable outcomes (like a target percentage of error reduction or X hours of labor saved). This clarity helps you prioritize tasks and measure success.
2. Map Out Your Processes Thoroughly
Processes First, Technology Second
- Many businesses rush into automation without a detailed process map—leading to missed steps or surprises.
- Identify each step in the workflow, who’s responsible, what software is involved, and where data is stored or transferred.
Tip: A quick “paper and pencil” approach can be enough for small processes, while more complex workflows might require a dedicated workflow mapping tool (like Lucidchart).
3. Look for “Low-Hanging Fruit”
Identify the Easiest Wins
- Not all processes are equally suitable for an initial RPA project. Start with a highly repetitive, rules-based task, such as invoice data extraction or daily reporting.
- Smaller, contained workflows are less risky and offer a fast return on investment—building momentum for future projects.
Example: If your employees spend hours copying data from one spreadsheet to another, that’s a prime candidate for automation.
4. Involve Key Stakeholders Early
Get Buy-In from the Start
- Include the staff who actually do the work in designing the automation. Their insights on daily pain points and exceptions are invaluable.
- Keep management informed about costs, timelines, and expected ROI so they can champion the initiative.
Tip: If employees worry about “robots taking their jobs,” reassure them that RPA frees them from menial tasks and opens the door for more creative, strategic work.
5. Understand the Tech Basics
Different Automation Approaches
- Attended vs. Unattended: Attended bots need user intervention (think pop-up tasks), while unattended bots run behind the scenes 24/7.
- Legacy System Integration: Some processes require interacting with older software that lacks APIs—choose an RPA tool that can handle screen-scraping or other workarounds.
- Hosting Options: Decide if you want bots on local machines, private servers, or cloud-based platforms.
No Need for Deep Coding Skills
- Modern RPA solutions often feature drag-and-drop workflows. You might only need a consultant for more advanced or custom requirements.
6. Budget Beyond Software
Total Cost of Ownership
- Licensing: RPA vendors often charge per-bot or per-user.
- Implementation: Whether handled in-house or with an external partner, factor in project design, testing, and deployment costs.
- Training & Maintenance: Even if RPA is user-friendly, there’s always some level of coaching and ongoing support required.
Pro Tip: It’s worth conducting a Data Health Check or an initial ROI analysis to confirm the cost-benefit ratio before going all-in.
7. Start Small, Then Scale
Pilots & Proofs of Concept
- Run a small pilot automation to prove the concept and iron out any kinks.
- Gather user feedback, refine your approach, and measure actual ROI.
Build a Long-Term Roadmap
- Once you see early success, you can expand to more complex processes or integrate advanced AI features like document understanding or natural language processing.
8. Measure, Measure, Measure
Track Key Metrics
- Time Saved: How many hours of repetitive work are eliminated per week or month?
- Error Rate: Compare pre- and post-automation error counts or corrections.
- ROI: Did the automation deliver the cost savings predicted?
Collecting metrics not only justifies the initial investment, but also guides future improvement. If a specific workflow doesn’t yield the savings expected, analyze why and adjust accordingly.
9. Consider Security & Compliance
Data Privacy Concerns
- When bots handle sensitive information—like financial or customer data—make sure your system is properly encrypted and follows relevant regulations (GDPR, HIPAA, etc.).
- Use role-based access and robust logging so you can track what the bot does and who can modify it.
Audit & Reporting
- Some industries require detailed logs of who accessed certain data and when. Most RPA tools can generate such logs automatically.
10. Plan for Ongoing Maintenance
Bots Need Occasional Tending
- Software updates or changes in your workflow can break an existing automation. Plan for a bit of continuous monitoring and quick fixes when processes change.
- Keep staff in the loop about what’s automated and how to request adjustments or improvements.
Conclusion: Preparation Is Key
Your first automation project sets the tone for how the rest of your organization will approach digitization and process improvement. By mapping your processes, involving stakeholders, and starting with a well-defined, manageable use case, you position your RPA initiative for success.
Ready to make your first automation project a reality? Ordron offers Data Health Checks, ROI assessments, and end-to-end automation solutions to guide you every step of the way. Reach out at info@ordron.com, and let’s plan a pilot that turns your repetitive tasks into efficient, automated workflows.
At Ordron, we believe in automating the tedious, so you can focus on what matters.