Estrategias para Mapear y Automatizar Procesos Eficazmente

How to map processes for successful RPA implementation?

Robotic process automation (RPA) has become an essential element of operational efficiency in today's business environment. When adopting this technology, understanding how to map and evaluate processes is crucial to maximize its effectiveness and impact. In this guide, we show you how to position your process in the complexity quadrant, a vital tool for determining which processes to automate and how to do it.

What is the automation quadrant and how is it used?

The automation quadrant is an easy-to-use visual tool that helps you rank processes based on two key parameters: business impact and process complexity. It establishes a benefits axis and a complexity axis, and each has three levels: low, medium and high. This tool enables informed decisions on which processes to prioritize for automation.

• Quick Win: Ideally, processes with high benefits and low complexity fall into this category, positioned in the blue box. These are the processes that offer the most opportunity for rapid implementation of RPA.

• Must-improve: These are in the quadrant representing high benefits and high complexity. Although they represent better benefits, they are complex to implement and may require reengineering before being automated.

• Low benefits: Processes with low complexity and low benefits. Although they are easy and quick to automate, the return may not justify the investment. The option may be to merge two low-profit processes to increase throughput.

• Long-term improvements: The worst-case scenario is processes with low profitability and high complexity. These processes are monitored in a backlog for possible further development if conditions change and applications evolve.

How to map processes correctly?

Before automation, it is essential to perform a process mapping. This step is divided into two phases:

• AS-IS map: it provides a clear representation of how the process is currently performed by people. It is crucial to have accurate information from key users, who provide the essential details of the daily workflow.

• TO-BE Map: Involves a deeper analysis of the ideal process with RPA. Here, the objective is to determine whether it is worth re-engineering. Key questions arise such as, is it feasible to make such a change? This step is done in collaboration with the development team to ensure technical feasibility.

Making these maps facilitates the understanding of the current and future situation of the process, being a pillar to decide how to improve the automation implementation.

Why is documentation important when mapping processes?

Detailed documentation of current and future processes is indispensable. Before starting automation, having the right context and a clear process map ensures that all stakeholders have a common vision. This also makes it possible to identify opportunities for improvement and define optimal strategies for each situation.

With the information gathered and the maps generated, the foundations for effective and efficient automation will be established, allowing companies to project themselves into a more agile and automated future. Never underestimate the power of analysis and strategic process planning; the big picture of success is achievable with the right approach.