If your business is not yet automated, you are already lagging behind. So, says a report published in McKinsey that more than 60% of job profiles in various businesses are already automated.
However, automation is not just a walk in the park. There are various factors that should be considered while deploying automation in your business. When it comes to AI automation, there are several factors that influence your choice of hardware and software.
In this article, we will learn about what is the best practice when approaching an AI automation effort. Hang on, as we will also learn what is the first step to approaching automation elaborately. This will make your deployment process as smooth as gliding on butter.
What is automation in business?
Automation refers to the process of completing various tasks and workflows with minimal human intervention. This process includes intelligent computer systems that complete tasks with ease. Traditional and repetitive work are completed automatically, therefore, providing a lower workload to your resources.
With automation, you can not only complete repetitive tasks, but also perform complex tasks that are quite complex. This means that resources can now focus on typical tasks and, hence, complete effective work in a short time span.
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Types of automation
Automation is further of different types. It is imperative to know the different types of automation before we get into the process of deploying an automated workflow in your business. The most common and widely used types of automation are
Robotic Process Automation (RPA)
Automation that uses software systems and bots to manage repetitive tasks. This eliminates the need for humans to work on repetitive tasks. RPA plays a key role in improving the pace of various workflows and other processes.
Industrial automation
Automation is typically suited for manufacturing factories and industries. This helps in seamlessly managing the inventory, demand, and the production line.
Cognitive automation
Automation that utilizes AI and ML to complete complex tasks that otherwise would require cognitive skills. This automation will help you make data-driven decisions.
Business Process Automation (BPA)
Automation that focuses on eliminating human intervention in various tasks and departments in a business environment. This is aimed at lowering manual efforts in redundant tasks and improving productivity and efficiency.
IT Process Automation (ITPA)
Automation that is typically related to system monitoring, software deployment, troubleshooting, and other IT functionalities. AI automation that plays a crucial role in voice bots and chatbots, together termed Conversational AI.
Retail automation
Automation is stores that enable cashier-less stores, inventory management, and personalized marketing, promotion, and advertising.
Autonomous systems
Automation that enables systems to operate completely without human intervention, such as self-drive vehicles, drones, and other smart appliances.
What are the benefits of automation?
Before getting into the nitty gritty details related to the implementation and deployment of automation, let us briefly understand the advantages of automation. The wide felt benefits of automation are as follows-
- Cost effective
- Quick scalability
- Enhanced quality
- Higher productivity
- Efficient operations
- Workflow compliant
- Eliminate human error
- Consistent performance
- Safe and secure operations
- Ability to complete work in a short time span
Now that we have a complete understanding of automation, its types, and benefits, let us now explore methods to deploy AI automation in your business workflow. We will lay emphasis on the first step, which is the most crucial step followed by the other six steps, which serve as the best practice in deploying automation.
What is the first step to approaching automation?
The first step is always the most difficult and the hardest. When it comes to approaching automation, the apprehensions and questions surrounding the same buildup anticipation and an air of insecurity.
Your employees, stakeholders, and users will have a long list of unanswered queries. It is essential to answer and solve them to avoid an unnecessary buildup of stress. A list of the most common questions you need to answer is as follows –
#1 Laying the foundation
For the successful completion of any deployment or for bringing about a crucial change, laying a strong foundation is crucial. This ensures that your prospect and potential scalability are well-defined. To get you started with AI automation, you need to first identify the tasks that you want to automate.
At this stage, you should identify crucial aspects such as redundancy and the trends. This will help you predefine the criteria and the nature of working of your automated workflow.
This stage should also provide you with answers to the following questions –
You should be aware that automation is a continuous process and cannot be accomplished overnight. You will have to consider factors related to investment and the efficient utilization of resources to manage work as well as the deployment process. Ineffective plan will affect the productivity of your employees, resulting in poor performance.
Care must be taken that you deploy AI automation slowly. You should tread with baby steps. This will help you keep all departments and employees of your business on the same page during AI deployment.
#2 Explore the scope
Once you have outlined the tedious tasks essential to automate, it is vital to explore the scope of automation for each task.
At this stage, it is also essential to analyze each task carefully to understand the process inside-out. As we carefully monitor each task, we can identify the areas that need specific inputs for improvement.
As we have a precise understanding of each task and its various requirements, it is easier to approach automation without any confusion or hesitation. An established roadmap to automation creates a smooth journey till completion.
#3 Finalize tools for automation
At this stage, when you have precisely identified the tasks and the scope of automation, it becomes easier to finalize the tools best suited to address the requirements. Multiple tools are available in the market, which makes it essential to perform proper research to align the tool with the automation requirement.
A few essential features that you should check in your tools are;
- Intuitive user interface for quick setup and usage.
- Automated ticketing system for smooth query resolution.
- Advanced conversational AI capabilities
- Robust data collection option
- Latest data security provisions.
#4 Plan a roadmap for automation steps
Now that you have selected your preferred tool for automation and have a detailed understanding of the task that should undergo automation, it is time to implement automation. You can plan it based on your feasibility and process complexity in multiple phases or at once.
For a successful implementation, it is essential to identify and perform pre-implementation measures. These include steps such as noting the working of your existing process, tasks where the automation implementation will take place and at which phase, and training employees on the new tools and operating procedures, along with establishing a practical timeline for the automation rollout.
It is wise to plan the scalability of your automation efforts, which may start with essential steps that progress to complex scenarios and processes.
#5 Analysis of existing data
This step is critical in automation implementation. Analysis of existing data will share insights into how the existing process will behave with automation.
Such data is vital in identifying patterns, measuring performance, and offering more insights for further planning and management. Such data helps optimize the process for achieving maximum efficiency. The latest AI-powered automation software has machine learning capabilities that allow you to optimize AI models for improved performance.
#6 Automation implementation
Finally, as you have identified tedious tasks that need automation and chosen your tool, you can now implement your automation. At this stage, it is best to keenly monitor the areas that may require improvement and further optimization for maximum efficiency.
It is best to monitor if the newly automated processes match your expectations. Â
If any irregularity occurs or your expectations don’t match, it is best to refine them immediately. Continually monitoring and optimizing processes will identify shortcomings early on and give enough time to optimize them for maximum success.
What is a best practice when approaching an AI automation effort?
When it comes to best practices for approaching AI automation efforts, it starts with making a solid start. As discussed in the previous section, let us now further look into the steps that make the process smooth and seamless.
A step-by-step steady approach will ensure that the deployment process is smooth and without major hurdles. Below, we will discuss the five step process that will help you deploy AI automation for your business with ease.
#1 Defining the automation scope for every task
Once you have identified the most complex tasks, you will have to prepare a roadmap for the same. This will serve as the defined methodology for your AI system to run efficiently. You will have to understand the nitty-gritty details of your tasks in order to define the methodology precisely.
Further, you should identify areas for improvement in your present workflow that you want to overcome with the help of automation. This can suddenly feel like a complicated and challenging process, but will make the overall process much easier in the long run. By preparing a roadmap, the process of training the AI system will become simple. Â
#2 Decide the tools/platform that you want for deploying AI
The steps leading up to the deployment of automation are filled with a number of questions. In this stage again, you should ask numerous questions and find solutions to each of these questions. With the number of AI platforms and tools available in the market increasing everyday, it becomes imperative that you make a thorough research of the platform that suits your requirements.
Some of the key questions that you would face in this step are as follows –
Different tools/platforms have specific niche specialty. You should choose a tool/platform that specifically matches your requirement. This will ensure that the onboarding process is simple and your users can use the system with ease.
#3 Prepare a framework for the deployment stage
Once you have selected the tool/platform that matches the requirements of your business, you should now focus on deploying the same. However, this is a crucial step, and you should not rush into the deployment process. You should rather choose a gradual and steady approach. Â
In this step, you should again prepare a roadmap that will outline your steps to the implementation process. This will help you identify the existing processes and their role in the new intelligent AI automated process. You should implement AI on the most essential processes first and gradually shift your focus to more complex
Further, you should also provide sufficient space for scalability and continuous improvement in the AI automation system. This will ensure that you can grow and improve your business continuously along with the latest technical improvements. This will keep the customer engagement at a steady pace and contribute positively to the overall performance of the company.
#4 Analyze reports and gather insights
Data always plays a major role in AI. While deploying AI automation in your business, you should utilize information and data from available sources to build a comprehensive understanding of various systems. This data will help you to identify patterns, analyze performance, and make data-driven decisions. You will have a complete understanding of how to fine tune your AI system for maximum performance and efficiency.
Additionally, this data will also play a key role in continuous scalability, and optimizing the AI models, and improving performance. This data also plays a key role while incorporating Machine Learning (ML) in your system.
#5 Optimize the process with a continuous feedback cycle
Now comes the typical time to implement your AI system. Once you completed all the previous steps, you can deploy AI systems in your business workflow with confidence. However, you should keep a close eye on the areas where you identify faults and focus on improving the same.
Further, monitor every aspect where you have deployed AI automation in your business. You should monitor the deployment process in order to ensure every aspect of the workflow is as per the roadmap you defined in the previous steps. Continuous monitoring will also help you improve the process and make it flawless for improved performance.
Artificial Intelligence will focus primarily on the customers. This will be able to record past experience and use them to optimize the system for future usage. While leveraging customer experience, systems will be provide personalized and tailored responses to different users.
Further, this will enable to system to predict incoming queries and provide effective solutions to customers before hand. This will significantly improve the overall engagement and satisfaction of the customers.
Conclusion
AI automation is taking over various businesses as a storm. There are continuous developments in technology, and if you are not quick enough to catch up, there are chances for you to be left behind. Such a lag will result in lower engagement and eventually lower revenue generation.
Deploying AI automation has a crucial first step where you should lay specific emphasis on deploying AI and onboarding. WIth a strong foundation and continuous training process you can ensure that your team have the ability to adapt to the changes and upskill.
Frequently Asked Questions
AI automation is the process of using artificial intelligence to perform tasks that typically require human intervention. It is important because it can enhance efficiency, reduce costs, improve accuracy, and allow businesses to focus on more strategic activities.
A successful AI automation team should include data scientists, AI specialists, process owners, business analysts, IT professionals, and cybersecurity experts. Effective collaboration and clear role definitions are crucial for the team’s success.
Evaluate AI solutions based on scalability, flexibility, and integration capabilities. You should also consider the level of vendor support and community resources available. It’s important to choose tools that align with your specific business needs and technical requirements.
KPIs for AI automation can include metrics such as process efficiency, error reduction, cost savings, and user satisfaction. Continuously monitor these KPIs to evaluate performance and make necessary adjustments.
About the Author
Aaron Jebin
Aaron Jebin is an enthusiastic SAAS technical content writer interested in writing for new and existing technologies, platforms, and tools. With an experience of over 4 years in technical writing, he is keenly focused on developing articles to provide readers with complete solutions to the common problems that arise in the everyday workplace. His writing mostly focused on team building, work ethics, business analysis, project management, automation, AI, customer and employee engagement methodologies. He has an interest in baking cakes and making stained glass art. He is currently honing his drifting skills.
