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Unlocking Efficiency: Why Your Business Needs to Embrace Process Automation Now

VBS IT Services

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In our last blog, we covered the basics of business process automation—what it is, what it could do for your SMB, and which tools can help you implement it. Today, we’re addressing businesses whose ties to tradition could actually be hampering their progress.

If you’re still handwriting receipts, scheduling appointments by phone, or using sprawling spreadsheets for project management, this post is for you. Stick around as we explain why introducing automation is imperative for today’s small businesses.

Why Now is the Time to Embrace BPA

Whether it’s fear of disruption, a lack of technical expertise, or just plain old stubbornness that’s holding you back from embracing automation, your hesitancy is understandable. Plenty of business owners are reluctant to transition aware from manual processes. However, understanding the reality that BPA can be a turning point for your business, especially with careful planning and professional help, can ease these concerns.

Here are the top 4 reasons to introduce BPA today:

#4: Scalability

As businesses evolve, their processes need to adapt to keep up. BPA for SMBs provides the flexibility and scalability needed to handle increased workloads without a corresponding increase in labor costs. This enables you to grow sustainably and manage larger volumes of work efficiently throughout.

#3: Employee Satisfaction

Employees today expect to work with modern tools that make their jobs easier. It’s not laziness—despite technological advances that should, in theory, ease the workload (or perhaps because of them), employers are asking more of their teams. Sometimes, getting everything done simply isn’t possible when you’re bogged down by admin.

  • One-third of job activities could be automated (McKinsey, 2017).
  • Workers spend 10% of their time on manual data entry and 50% on repetitive tasks (Workfellow, 2023).
  • Employee satisfaction improved in 92% of companies using intelligent automation (Forbes, 2019).

By implementing BPA, businesses can reduce the burden of repetitive tasks on their staff, leading to higher job satisfaction and lower turnover rates. Even better, engaged employees are more productive and more likely to contribute to the company’s success.

#2: Cost Savings

Through minimizing errors, lowering labor costs, and increasing efficiency, automating processes reduces your overall spend. This means that small businesses can do more with less, ultimately leading to higher profit margins and a very appetizing ROI.

#1: The Competitive Edge

In 2024, staying ahead of the competition requires more than just offering a great product or service. It demands operational excellence and the ability to adapt quickly to market changes. Business process automation provides the tools necessary to achieve this. By automating routine tasks, you can respond faster to customer needs, improve service delivery, and ultimately gain a leg up on your peers.

So, how might we go about enhancing business efficiency with BPA?

Overcoming Outdated Operations

For today’s SMBs, outdated operations surpass inconvenience and become full-on obstacles to growth. Imagine a legal firm in Toronto still relying on manual document management and physical filing systems. The time spent searching for files and the risk of losing critical documents would be detrimental to their efficiency and client satisfaction.

The BPA Solution

Implementing a document management system like Microsoft Power Automate can simplify storage, retrieval, and sharing. These tools ensure that documents are secure when not in use, and easily accessible when they’re needed. Less time spent shuffling through cabinets enables employees to work through their caseloads more swiftly, ensuring their billable hours are spent contributing to client satisfaction rather than acquiring papercuts.

Enhancing Efficiency with BPA

Inefficiency is a common challenge faced by many small businesses. For example, a non-profit organization might struggle with manually processing donations and updating donor records. This not only consumes valuable time but also increases the likelihood of errors, which could damage donor trust and lead to lost funding opportunities.

The BPA Solution

Tools like Zapier can automate donation processing, update donor records in real-time, and generate reports with just a few clicks. Using this type of BPA for SMBs both saves time and improves accuracy and donor relations.

Using BPA to Drive Productivity

Low productivity is another significant hurdle for SMBs. Consider a professional services firm where employees spend hours each week manually scheduling appointments and sending reminders to clients. This repetitive busywork can lead to burnout and reduced overall productivity.

The BPA Solution

By integrating BPA tools like Microsoft Power Automate, businesses can streamline these processes by creating automated workflows that handle scheduling and notifications. This automation frees up valuable time for employees, enabling them to focus on higher-value tasks that drive business growth.

Which SMBs Should Introduce BPA Processes?

  1. Legal Firms

Tools like Microsoft Power Apps are excellent examples of BPA solutions suited for the legal industry. They could be used to improve:

  • Case Management: Automate the organization and tracking of case files.
  • Document Handling: Implement digital document storage and retrieval systems.
  • Client Communication: Use automated tools for scheduling and communication.
  1. Non-Profit Organizations

Business process automation tools like Zapier and Microsoft Power Automate help non-profits streamline their operations, allowing them to dedicate more time to their cause and sacrifice less to administrative duties.

  • Donor Management: Automate donation processing and donor record updates.
  • Event Planning: Streamline event logistics and volunteer coordination.
  • Volunteer Coordination: Automate scheduling and communication with volunteers.
  1. Professional Services

Professional services, including consulting firms, marketing agencies, and accounting firms, can leverage BPA for:

  • Project Management: Automate task assignment, tracking, and deadlines.
  • Client Billing: Implement automated invoicing and payment tracking.
  • Reporting: Generate reports automatically from various data sources.

Tools like Asana and Microsoft Power Apps can significantly enhance these operations, boosting client satisfaction.

  1. Retail and E-Commerce

Retail businesses can use BPA solutions like Shopify and Microsoft Power Automate to automate:

  • Inventory Management: Automate tracking of stock levels and reorder processes.
  • Order Processing: Streamline order fulfillment and shipping logistics.
  • Customer Service: Use automated systems for handling customer inquiries and support.

For those new to business process automation, consider reaching out for expert guidance and support. Implementing BPA effectively can be a complex process, but with the right help, it can transform your business operations.

Embrace Process Automation to Unlock Efficiency

Whether you’re a legal firm, a non-profit, or a professional services provider, the benefits of BPA are undeniable. For SMBs in Toronto and beyond, it offers a clear path to modernizing operations and driving productivity. With the right tools and strategic implementation, enhancing business efficiency through BPA could become a cornerstone of your growth strategy.

VBS IT Services: Premier Outsourced IT Management and Technology Solutions Across the GTA

At VBS, we aim to transcend the traditional role of an IT service provider. Our goal is to cultivate a lasting partnership that continuously adds value, and we do this by delivering personal service coupled with strategic technology solutions that propel your business forward. Serving businesses throughout Toronto, we offer proactive, tailored, and secure technological solutions that enable local businesses to thrive in our dynamic city.

We take pride in assisting a diverse range of sectors, including legal, non-profit, retail, and professional services, helping them all achieve their full potential. Ready to get more from your IT provider? Contact us today to schedule a complimentary IT discovery session with our founder, Miguel.