The business analyst plays a key role in automating routine business processes, as it is they who determine what needs to be automated, which processes are subject to change, which tasks will remain with people, and which will be handled by automated systems. Their work involves identifying bottlenecks, redundant manual operations, analyzing current workflows, gathering data on processes, and describing them in a way that the development team can implement the automation correctly.
Key features:
Assessment of the feasibility of automation: not all routine operations are profitable or even possible to automate, so the analyst must determine where automation will bring maximum benefit (cost reduction, acceleration of processes, reduction of errors).
Preparation of a correct process scheme (AS IS and TO BE): it is necessary to clearly describe how the process is structured now and how it should be after automation to avoid errors in task setting and implementation.
Change management and support for employees: automation often causes resistance or fear among staff, and the analyst's task is to devise a communication and adaptation plan.
Why can't all manual processes be automated at once?
This is a common mistake: automation requires thorough development and testing. Implementing "all at once" leads to failures, increased errors, and loss of control during the transition phase. It is better to proceed gradually and prioritize the most important processes.
Is it enough to describe the current business process for successful automation?
No. It is important not only to describe but also to analyze what exactly needs to change, coordinate future processes with teams, and foresee management of exceptional situations.
Should users be involved at the design stage of automation?
Yes, absolutely. Without involving end users, it is possible to implement an inconvenient solution that will be ignored or sabotaged.
Negative case: In a company, the processing of invoices was automated based on a scheme created without involving users. Pros: quickly implemented. Cons: numerous complaints, frequent failures, employees did not understand the new rules. The project had to be revised and employees retrained.
Positive case: Another company started automation with a pilot process, regularly collecting user feedback. Pros: the system was convenient for employees, the implementation went smoothly. Cons: the launch took longer.