March 24, 2023
It’s almost a cliché, or rather, a universally acknowledged truth, that innovations in Information Technology (IT) have enabled the widespread presence of computers, tablets, and smartphones, with their myriad applications, both in businesses and beyond. Consequently, implementing any tool that simplifies daily operations has become much easier and faster, often requiring only the user’s intuitive ability. It is within this context that Robotic Process Automation (RPA) has been gaining prominence each year, broadly defined as software technology that enables the creation of robots, or “bots,” in a simple and practical way.
As is well known, these “bots” are being utilized across various sectors, from pharmaceuticals to finance, as well as in social media and communications. Given their widespread use, it’s worth emphasizing the multiple functions and tasks these robots can perform in diverse corporate environments, executing activities that would take far longer if carried out with tools used until recently. Calculations, data extraction, and handling archived information are just a few examples of what “bots” can accomplish.
These may seem like simple, routine, and somewhat trivial tasks, right? Indeed, they are basic operations, but they are time-consuming and demand attention. However, limiting RPA to these tasks would be an overly superficial view, disregarding its technological capabilities.
It’s important to highlight that robotic automation can handle these basic yet essential tasks—those “pebbles in the shoe” for leaders and employees aiming to streamline processes, reduce or eliminate errors, and boost productivity. The goal is to redirect the time spent on these operations toward decision-making, cost reduction, and workflow optimization.
Moreover, robotic automation isn’t limited to simple tasks; it also applies to more complex activities involving large volumes of data and information, which are analyzed quickly and accurately compared to human capabilities or older technological tools. It’s worth noting, however, that robotic process automation does not sideline human involvement. On the contrary, it allows stakeholders to focus their efforts on tasks requiring perception, cognitive skills, and leadership abilities.
Why Automate Processes?
To some extent, what was mentioned above would be (almost) sufficient to justify implementing RPA solutions in small, medium, or large companies aiming for full digital transformation. However, to gain a deeper understanding of how robotic automation is a powerful ally for any leader and their organization, let’s examine some key points.
First, we noted that “bots” contribute to increased productivity. How? Beyond handling repetitive, time-consuming, and sometimes manual tasks that would require multiple clicks and hours of human effort, RPA bots are extremely user-friendly—almost like operating a smartphone—and don’t require complex changes to the interfaces used by companies. This leads to improved performance, greater employee engagement, and faster management and decision-making processes.
Second, error elimination ensures greater accuracy in delivering products and services, facilitating deadline compliance and ensuring customer satisfaction. This characteristic aligns with today’s corporate culture, which focuses on best organizational practices to achieve greater competitiveness and quality associated with the company’s brand.
Eliminating errors also enables the delivery of accurate financial reports containing detailed transaction or budget data, demonstrating transparency and commitment to financial responsibility. As a result, the company becomes a benchmark for reliability, a key factor in customer loyalty and the spread of its quality through them. Let’s not forget that loyal customers are also excellent vehicles for brand promotion and expansion.
Another aspect of company-customer interaction is the ease of communication. Robotic process automation also applies to providing quick solutions and responses to customer inquiries, resolving recurring issues, and reducing response times. Thus, agility permeates all sectors and reaches the customer, meeting their expectations in less time. As Rômulo Monteiro, RPA Coach at INSI, states, “In the context of digital transformation, RPA is a backbone that works alongside other technologies. Today, RPA aligns with hyperautomation, where multiple integrated technologies function together.”
Rounding out the benefits of automation software is its ease and flexibility of application. Now that we’ve seen the advantages of applying automation to business processes, let’s explore some practical examples to understand how this works in practice and how software robots can be implemented across various industries.
How Does RPA Work? Practical Examples
There are many types of “bots” and robotic process automation tools aimed at digital transformation, so it’s essential to rely on specialized agents with the expertise to help select the best and most suitable tools based on each company’s needs and industry.
These specialized agents and companies also demonstrate how organizations across different sectors “respond” to the introduction of RPA solutions aimed at automating tasks and streamlining business processes.
In the banking sector, for instance, the sheer volume of data and figures can be a source of stress for employees. Introducing software robots in banks, combined with Artificial Intelligence (AI), speeds up operational processes such as data migration, loan facilitation, account management, and compiling financial information.
In Industry 4.0 (which integrates data, the Internet of Things, and cloud computing), the concept of Intelligent Process Automation (IPA) is gaining traction. Enhanced by analytics and often paired with 5G technology, corporate activities become far more optimized, from production to leadership, which can define strategies with greater certainty and effectiveness.
As Rômulo Monteiro from INSI highlights, “With RPA, we can create connections between solutions. For example, RPA alone couldn’t handle ‘intelligent reading’ and documentation, but it’s possible to integrate Machine Learning into this solution, which is already used in document recognition.” The result: continuous monitoring of service and product data, eliminating potential production chain errors, automating logistics information, and real-time tracking of metrics.
The implementation of software bots alongside other tools had a significant moment between 2018 and 2022 in medicine and the pharmaceutical industry. The combination of RPA and Optical Character Recognition (OCR), for example, eliminates manual data entry, significantly reducing the time spent on administrative tasks in hospitals and clinics. This technological alliance also allows doctors and healthcare professionals to access medical records and diagnoses quickly, streamlining care and ensuring greater accuracy through comparisons with prior data or similar clinical cases.
It’s worth emphasizing that robotic process automation offers countless possibilities, as it enables the development and application of other automation solutions across various industries to monitor and ensure the quality of products and services. Thus, software robots can be highly effective in tracking processes and preventing dysfunctional operations.
Robotic Process Automation for the Future of Companies
A study conducted among 400 executives from medium and large companies in the Northern Hemisphere (Canada, the United States, and European countries) found that companies aim to rapidly advance toward digital maturity, especially since technological transformation is already a reality. Companies that have not yet pursued digital maturity through tools like RPA, AI, and OCR, among others, will inevitably fall behind in this new, highly competitive technology-driven market. This study not only confirms this critical insight (which we already suspected) but also reveals that C-level executives recognize that their organizations’ future requires greater governance through tools like RPA and are questioning how they can leverage this advantage.
Among the objectives identified in the research are: increasing the complexity of automated processes to enable RPA to automate end-to-end operations; expanding automation teams; standardizing RPA tools and combining them with multi-platform strategies; and applying software robots across various corporate sectors.
Full study link: https://www.blueprintsys.com/hubfs/State-of-Automation-2022.pdf
The immediate consequence is clear to employees, leaders, customers, and external partners: companies that implement automation in their processes gain in capability and visibility, staying ahead of competitors and their own expectations set before adopting such technological solutions.
So, is the solution for digital transformation simply to implement automation through software robots? Not so fast. While RPA is undoubtedly a crucial step toward digital maturity, leading to greater productivity, cost reduction, and streamlined workflows, it’s not just about introducing a “bot” and calling it done. Choosing the right tool to achieve the desired results requires careful consideration, ideally with guidance from specialized companies that understand the organization’s culture, industry, and other factors. We also need to consider whether there are any “drawbacks” to applying business process automation.
How to Choose the Ideal RPA Solution? Are There Any “Contraindications”?
The numerous possibilities for applying robotic process automation can leave any manager confused. Moreover, uncertainty about the proper use of these technologies often leads to many questions, such as: Which solution to choose? Or: In what circumstances would the use of “bots” be inappropriate? Before any implementation, it’s essential to map the company’s weaknesses and the factors hindering full digital transformation. With the help of specialists, this analysis will reveal which sectors need greater agility, productivity, or cost reduction. The image below provides a general idea of how these steps unfold:
If the issue lies, for example, in frequent errors in calculations or financial data interpretation, RPA can be combined with AI to analyze large volumes of figures, creating an algorithm to identify errors, calculate projections, and examine metrics. This combination not only eliminates these bottlenecks but also enables scalable data processing, applicable to other sectors struggling with high data volumes.
Scalability also relates to strategic planning and continuous growth, including ongoing employee training across various levels and sectors to ensure they can confidently apply and update implemented solutions. This training should include preliminary tests, documented and recorded, so everyone can access the implementation stages and understand their role in the overall process.
Thus, the only “contraindication” to using RPA in corporate environments would be a lack of planning and training to use the best available technological tools or their combination with other digital resources.
In summary, it’s crucial to rely on specialized guidance to ensure the entire operation—from company mapping to maintaining the chosen RPA solution—is supported by experienced professionals, resulting in a digital transformation that meets current market demands.
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Robotic Process Automation in Your Organization
It must be clear to everyone in companies and institutions that, more than a market trend, automation represents the application of technology and data to create new opportunities in the ever-expanding digital universe.
However, as noted earlier, this journey toward digital maturity requires the expertise of those who truly understand the latest technological transformation proposals—companies and specialists with proven success in delivering positive results across various sectors, improving performance, reducing costs, engaging and training employees, and satisfying customers.
In the specific case of RPA, INSI has professionals experienced in task automation and software bot implementation. To this end, INSI offers its Automation and Robotic Process Optimization department, staffed by qualified professionals to guide the implementation of solutions combining RPA, AI, BPO, and other technological resources from the very first step.
Additionally, INSI’s partnership with leading companies like UiPath reinforces its expertise and commitment to constant updates and innovation, ensuring clients make the best choice to achieve the desired digital maturity.
Maksine Baldin, RPA Analyst at INSI, emphasizes this point: “Standing out in the market, INSI offers services that combine BPM (Business Process Management) and RPA Coaching. With this service, it’s possible to design workflows and an automation roadmap with clients, enabling continuous improvements throughout the process.”
Thus, INSI can provide various robotic automation solutions tailored to the client’s profile, addressing weaknesses and enhancing strengths within a technological framework that aligns with today’s market realities.