Maximize automation potential: Simple methods for identifying suitable processes

by Sojo Nagaroor

BPM

09. September 2024 6 minutes

Dreaming of greater agility and more efficient workflows, and looking to optimize your business processes? This article shows you how to use a simple analysis to determine the automation potential of your processes and identify those best suited for automation.

Identify processes suitable for automation

Based on determinacy, complexity and frequency

It is well known that automating business processes leads to increased efficiency and cost savings. However, not every process is equally suitable for automation. To determine which processes are suitable for automation, three criteria should be examined: determinism, complexity, and frequency.

Determinism

The determinism of a process refers to the degree of standardization and predictability of a process. Processes with high determinism, such as invoice processing, payroll, and data archiving, follow clearly defined procedures and are therefore particularly well-suited for automation. In contrast, creative tasks such as product design or marketing campaigns, which are based on complex analyses or human intuition, are less amenable to automation.

Complexity

The complexity of a process depends on various factors, such as the number of steps, the systems involved, and the degree of human decision-making required. Simple processes, such as automated email processing or managing vacation requests, are characterized by clear procedures and few decisions. Complex processes, on the other hand, such as developing new products or handling customer complaints, involve a multitude of steps, decisions, and interactions. While simple processes tend to be easy to automate, complex processes often require in-depth analysis and can present additional challenges in implementation.

Frequency

The frequency with which a process is executed is a crucial factor in determining whether automation is worthwhile. The more frequently a process is repeated, the greater the potential for time and cost savings. Processes such as invoice processing or customer inquiry handling are often executed daily or even hourly, and therefore offer high automation potential. Through automation, companies can increase their efficiency, reduce errors, and focus on important tasks. However, seasonal fluctuations and unforeseen events should also be considered when evaluating frequency.

Using a scoring system to prioritize process selection

How to identify processes with the highest automation potential.

To assess the automation potential of processes, a scoring system can be used. By weighting various factors such as determinism, complexity, and frequency, the automation potential of a process can be estimated. The evaluation can be carried out according to the following scoring system:

With a few simple steps, you can assess and prioritize the automation potential of your processes. By adding up the scores for all factors – determinism, complexity, and frequency – we obtain a total score that provides insight into the automation potential.

under 10 indicates = low potential
between 10 and 20 = medium potential
over 20 = high automation potential

You can perform the analysis manually or use tools like Excel or ADONIS to graphically represent the automation potential.

Tools for assessing and visualizing automation opportunities

The range of tools capable of conducting in-depth process analysis, assessing the mentioned factors, and visualizing the outcomes is expanding at a rapid pace. We will present two such tools.

Excel

Excel is a powerful tool that can help us assess how well suited a process is for automation. With formulas and pivot tables, we can analyze processes and determine their automation potential. To visualize these results, Excel allows us to create clear and informative charts.
Let's look at a real-world example. In this graph, we've evaluated four processes based on three key factors: determinism, complexity, and frequency. The results are clear: the material approval process stands out as having the greatest potential for automation.

ADONIS

Modern process documentation tools such as ADONIS allow for the efficient capture of all relevant information for the analysis of automation potential, which can then be evaluated.

The following figure shows how the three factors are assigned to a process. The data selected from the dropdown list provides the automation potential, which is displayed in the field below.

ADONIS comes equipped with a range of pre-built analyses tailored to evaluate this specific data. Moreover, you can choose to analyze all or just specific processes to assess their automation potential. In the graph below, complexity is plotted on the y-axis and determinism on the x-axis, with the size of the circle indicating the number of process instances.

As the graph illustrates, the order approval process stands out as having the highest potential for automation.

Further insights from the ADONIS analysis
In addition to identifying processes with high automation potential, ADONIS can also provide the following insights:

Bottlenecks: Processes with high complexity and many iterations can represent bottlenecks in the business process.
Risks: Processes with a high error rate pose a high risk and are therefore good candidates for automation.
Optimization potential: By analyzing the processes, you can also identify optimization potential that goes beyond mere automation.

Next steps after the ADONIS analysis
After you have assessed the automation potential of your processes, you can take the following steps:

Detailed process analysis: Select the processes with the highest potential and analyze them in detail.
Automation concept: Develop a concrete concept for automating the selected processes.
Selection of technology: Select the appropriate technology for automation (e.g., RPA, workflow engine, low-code).
Implementation: Implement the automation concept.
Monitoring: Continuously monitor the automated processes and adjust them as needed.

Interested in learning more about automation potential analysis? I can provide more details or address specific questions you may have about practical applications.

Sojo Nagaroor

Business & Process Consultant

Conclusion

Automation is a game-changer for businesses looking to optimize their processes. To maximize the benefits, it's essential to choose the right processes for automation. By evaluating factors like determinism, complexity, and frequency, companies can pinpoint the processes that are best suited for automation.

Using the right tools, we can identify and visualize key factors, creating a solid roadmap for a targeted automation strategy.

Are you ready to transform your business?

Unlock the power of automation for your business! Join our process experts at the upcoming Camunda Chapter Meetup in Basel to learn how to streamline your operations. Alternatively, reach out to us directly through our web form.