Automation solutions - simple ways to increase productivity

For readers in a hurry:

• Step by step to automation: How even small automation solutions can make your day-to-day work easier and increase your productivity.
• Practical tools for everyday life: Applications and desktop programs for end users - automation options with or without programming skills!
• RPA and AI as game changers: Discover how robotic process automation (RPA) can take over repetitive tasks and become more effective in conjunction with artificial intelligence (AI).
• Practical tips: Examples from various industries show how automation can make you more efficient and competitive.

Automation is not rocket science. It helps to reduce errors, save time and use resources more efficiently. For many companies, however, the term seems intimidating - too technical, too complicated, too expensive. Yet getting started is often surprisingly straightforward! In this article, you will find out how you can get started with simple automation solutions and what other options are open to you.

What are automation solutions?

Advantages of automation solutions?

Imagine if your daily work was made easier by tasks like these:

• Plan appointments without writing emails back and forth.
• Automatically sort and analyze data from Excel spreadsheets.
• Fill in forms automatically or transfer data from one system to another.

Automation means that such repetitive and time-consuming tasks are taken over by programs. This allows you and your employees to concentrate on what really counts: Creative and strategic work.

Automation solutions: Tools for end users

Ready-to-use automation tools enable end users to easily enter the world of automation without any prior technical knowledge. They simplify everyday tasks and increase efficiency by moving various processes into the background and optimizing them.

The following examples show just a selection of the possibilities. There are countless other applications that are tailored to different needs and industries.

QuickBooks

Automates accounting tasks such as entering and sorting receipts and creating financial reports.

Automation on your computer - scripts and macros

If you want to take the next step, you can use automation options that are already built into your computer. Automating tasks with software such as Power Automate (Windows) or Automator (Apple) can help you to make recurring processes more efficient and save time.

Basic knowledge is helpful for the effective use of these options:

Programming basicsAn understanding of concepts such as variables, loops and conditions.

Knowledge of the applications usedYou should familiarize yourself with the functions of the software you want to automate.

Logical thinkingThe ability to analyze work processes and divide them into structured steps is essential.

These tools are particularly suitable for those who regularly work with spreadsheets, files or other system-based processes. Automation frees you up for more important tasks and increases your productivity.

Robotic Process Automation (RPA) - The office assistant on steroids

RPA is a type of automation in which programs mimic user input. They can simulate clicks, read data from forms or copy information from a website.

"RPA is particularly effective in combination with generative AI solutions to process unpredictable data structures and design flexible workflows"

Inspiration on what RPA can achieve:

• Inventory management: RPA monitors stock levels in real time and automatically generates repeat orders if the stock limit is exceeded.

• Vacation management: An RPA system manages employee vacation requests, checks availability and updates the calendar automatically.

• Customer feedback evaluation: RPA tools collect customer feedback from surveys and evaluations and create summaries for quality control.

• Contract management: RPA automatically extracts important data from contracts and updates the relevant systems with deadlines and conditions.

Practical example of a customer project:

As part of a project for one of our customers, we developed and implemented an RPA tool that takes over the daily download of price lists from a website, prepares them in a list-compliant format and sends them automatically to the sales team. This solution significantly reduced the manual effort and saved the customer valuable working hours. RPA is primarily used when the applications to be automated do not have an interface (API), e.g. web pages, old IBM i (AS/400) programs or database applications developed in-house.

Automation solutions via APIs and process platforms

API-based tools (Application Programming Interface) come into play if you want to link different software solutions with each other. Platforms such as Zapier, Make or Workato allow you to create workflows that let programs talk to each other.

Practical example

A company portal uses a web store for employee orders. The following processes can be automated:

1. An order is received.
2. The employee's order data is automatically transferred to the CRM system.
3. At the same time, a delivery bill is created in the ERP system.
4. The employee receives an order and shipping confirmation.

Such automations not only save time, but also prevent errors that could occur with manual input. API-based automations are state-of-the-art technologies that are highly reliable and can be implemented quickly thanks to standard connectors to a wide range of applications (SAP, Salesforce, Service Now, Microsoft Dynamics, etc.).

AI in the use of automation solutions

Artificial intelligence (AI) is revolutionizing automation by not only taking on repetitive tasks, but also analysing complex processes and processing heterogeneous data. In contrast to traditional automation tools, AI is able to learn from data and adapt to new conditions.

Practical examples:

• IT support: Chatbots handle simple support requests, such as resetting passwords or making suggestions for resolving error messages, thus relieving the helpdesk.
• Logistics: AI-supported systems optimize supply chains by analyzing delivery routes and calculating the best shipping route in real time.
• Data analysis: AI can automatically evaluate large amounts of data, identify trends and create reports - for example for marketing campaigns or financial analyses

AI expands the possibilities of automation and enables companies and individuals to work smarter and more efficiently.

Advice on automation solutions

With customized automation solutions ranging from robotic process automation (RPA) and API integrations to AI agents, the Business Automatica is the ideal partner for companies of all sizes. Our services are characterized by:

• Customized advice: Adapted to your specific requirements. We first check which solution is the most cost-effective and best quality for you.
• Future-proof technologies: Integration of big data and AI. We act independently of manufacturers so that you always benefit from the best technology.
• Successful projects: From document processing to end-to-end processes. We provide full project support, including requirements specification, project management and aftercare.

About Business Automatica GmbH:

Business Automatica reduces process costs by automating manual activities, increases the quality of data exchange in complex system architectures and connects on-premise systems with modern cloud and SaaS architectures. Applied artificial intelligence in the company is an integral part of this. Business Automatica also offers automation solutions from the cloud that are geared towards cyber security.