What are automation tools? Explaining 5 points that will lead to increased work efficiency

What are automation tools? Explaining the characteristics and applicable tasks

What are the characteristics of automation tools, also known as RPA, and which tasks can they be applied to? Let’s break it down into four points and check them out.

A tool that automatically performs some tasks using machines

Automation tools are tools that mechanize routine processes and perform them automatically using software. It may be easier to understand if you think of it as a tool that operates the keyboard and mouse in place of a human. Since it is good at repetitive tasks, it can be executed automatically by simply pressing a button or setting a date and time.

Macros are also widely used for these tasks. The difference is that while macros are a feature of Microsoft Office, automation tools are independent software.

Automation tools are useful for a wide range of tasks.

Automation tools can be used in a wide range of tasks. The tasks listed below are representative examples.

·sales

・Ordering and shipping

·Inventory control

・Back office (accounting, human resources)

・Customer support

・System development, maintenance, and monitoring

・Production departments such as factories

Please note that there are situations in which automation tools can be used even in tasks that do not require much use of computers. Many tasks can benefit from the use of automation tools.

Various automation tools are available

There is a wide variety of automation tools that help improve business efficiency. You can choose the one that suits your company. Typical automation tools include:

・Automation 360

・BizRobo!

・Power Automate

・Robo-Pat

・UiPath

・WinActor

Costs and features vary. Of course, free tools are also a good option. However, it may be more cost-effective to pay a little more and choose an automation tool that fits your company. It is a good idea to compare and choose carefully in advance.

Why automation tools are attracting attention

The reason why automation tools are attracting attention is that companies are under pressure to improve operational efficiency. We are entering an era in which the working population will continue to decline for a long period. Furthermore, work style reforms are requiring reductions in working hours. To achieve the same performance in a shorter time, it is essential to mechanize simple tasks using automation tools.

In addition, there is a need to respond quickly and respond to diversifying needs. It is important to concentrate human resources on tasks that can only be done by humans. These demands can be met by entrusting tasks that can be mechanized to automation tools.

4 benefits of using automation tools

There are many benefits to leveraging automation tools. From here, we will highlight four main benefits and explain them in detail.

Able to carry out work quickly and accurately at any time

A typical benefit of automation tools is that they allow tasks to be carried out quickly and accurately at any time. One of the benefits is that you can reliably follow the same steps every time. This prevents mistakes caused by forgetting steps or making mistakes, which are common in manual work.

Additionally, automated tools can be run 24 hours a day, 365 days a year. If you set the execution date and time in advance, you can work even late at night or on holidays. Another advantage is that there is no change in performance due to fatigue or physical condition.

Limited human resources can be used effectively

While expanding your business and increasing your workload can be a good thing, you also face the challenge of finding new employees. If you are unable to hire new employees as desired, you will be forced to make ends meet with your current employees.

Automation tools are an effective method for making effective use of limited human resources and improving business performance by automating routine or repetitive tasks. This provides the advantage of freeing up more human resources for tasks that are more suitable for human interaction, such as creative tasks and tasks that require face-to-face interaction.

Can reduce costs

Automation tools also have the potential to reduce costs for businesses. A major benefit is that labor costs for those involved in the work can be significantly reduced.

On the other hand, automated tools require maintenance costs, such as regularly reviewing settings. If it is a paid tool, there will be running costs such as usage fees. However, even after deducting these costs, overall cost reductions can be achieved in many cases.

Can be linked with other apps

Many automation tools can integrate with other apps. By using functions that link apps together, you can achieve results such as improved work efficiency. Another advantage is that it can be used by people without programming skills.

It is also possible to link all series of tasks using automation tools and complete them without human intervention. This is a benefit unique to automation tools that cannot be obtained with macros.

Automated tools also have disadvantages.

It is important to note that there are disadvantages to using automation tools, as listed below.

・Using tools that are unsuitable for your business will increase costs.

・Continues processing even if the tool process deviates from the business process

・It may stop suddenly due to a malfunction etc.

・There is a risk of information leakage through automated tools

Although automation tools can improve work efficiency and productivity, the tools themselves must be managed by humans. Perform security checks, operational status checks, and comparisons with business specifications regularly. Continuous maintenance leads to the effective use of automation tools.

5 points to connect automation tools to operational efficiency

Automation tools are not effective just by being introduced. To utilize it in your work, you need to keep in mind five points. Let’s check each one in turn.

Clarify automation objectives and goals

To obtain the benefits of introducing automation tools, it is essential to clarify the purpose and goals of automating tasks. This is because each automation tool specializes in different tasks and functions. Introducing automation tools blindly can increase costs. Clarifying your automation objectives, goals, and priorities will help you select the right tools.

It is also important to remember that some tasks are not suitable for automation. Determine the tasks that will benefit from automation tools before implementing them.

Cost performance is an important point

When it comes to automation tools, choose one that is cost-effective for your company, without worrying about its apparent price. Even if you choose a cheap tool, if it cannot fulfill its purpose due to lack of functionality, there is no point in introducing the tool. Choose an automation tool that meets your company’s requirements and has features that are worth the price.

Paid automation tools also have running costs. When checking cost performance, it is important to compare not only the initial cost but also the running cost.

Choose a tool that offers comprehensive support

Comprehensive support is also an important point. This is because when using tools, there are always unclear points. If you have a tool that provides a point of contact where you can easily ask questions, you can use it with confidence. We also recommend tools that offer implementation support services.

Some tools made overseas may require inquiries to be made in a foreign language, or the person responding may be a foreigner and may not be able to communicate well in Japanese. When choosing a tool, it is a good idea to check whether support is available in Japanese and whether the Japanese language level of the person speaking to you is fluent.

Ease of use determines whether it will take root in the field.

The automation tools introduced cannot be considered a success unless they take root in the field. One of the desired results is for front-line employees to use tools voluntarily. To achieve this result, it must be easy to use, even for people who are not familiar with IT.

Therefore, when considering automation tools, carefully check not only the functions but also the UI. Choosing tools that can be used stress-free by employees working in the field will determine whether or not they will be established at the workplace.

Establish a system where the workplace takes the initiative to continue using the product.

When introducing automation tools, it is important to back up the site and establish a system that allows you to take the initiative and continue using it. Representative items are listed below.

・Provide installation and migration support

・Provide sufficient explanation to employees so that anyone can use it

・Create a manual that carefully selects necessary and sufficient information for the field and describes it in an easy-to-understand manner.

・Improve and change workflow as necessary

In addition, by regularly checking whether it matches the business flow even after going live, you can continue using it with peace of mind.

It is important to have a purpose and select the appropriate automation tool to improve business efficiency.

Automation tools don’t become effective just by introducing them. Choosing a tool that meets the three requirements listed below will guide you to success.

・Able to solve work problems

・Excellent cost performance

・Even employees who are not familiar with IT will want to actively use it.

For this purpose, it is important to have a purpose set goals, and then select the appropriate automation tool. There are a wide variety of items to consider, but don’t compromise easily and choose tools that will lead to the development of your company.