Every businessman worth his or her salt knows how important it is to have a business card. The person sitting next to you in flight, someone you met at a party- any one or all of them can be your next client, customer or partner. As such, your business card goes a long way in making sure they remember their meeting with you. In the world of smartphones and tablets, the existence of business cards says a lot about their importance.

Despite their immense importance, as we discussed above, putting in a request for business cards is a very difficult task. A strictly manual process, it takes up a lot of time which can be otherwise utilised. From putting in request to selecting templates and vendors, the entire process is in desperate need for a makeover. There are a lot of bottlenecks and redundancies that traditional methods are not equipped to handle.

The solution lies in automating the process. This removes the bottlenecks and replaces redundant processes with streamlined, efficient workflows. Below, we discuss some of the benefits of automation.

1. Easier process with simple forms

Currently, the process involves an employee requesting for a business card. The request is processed, approved and a vendor sends some templates. If these templates are not found good enough, then the whole process rolls back and starts again. In some cases, the request part may not be repeated but the other steps surely are. Imagine, if you can, the email chain that will be generated or the amount of paper wasted if requests are paper based. Not to mention the hassles that the employee and your vendors have to go through. Wouldn’t it be better to have an efficient system in place, where an employee can fill up a simple form which is automatically sent for approval and authorities are notified for the same. Data from this form will then be filled in a template that can be sent to the employee for approval. After approval, employee can select batch size as per their requirements. All these steps can shorten the processing time considerably. Such a system will improve the efficiency of the process and greatly reduce the time involved. What’s even better is the fact that this system is easy to implement and can be used by anyone with minimal technical knowledge. Everyone calls this system business process automation, we call it IBISM.

2. Visible task progress

Another problem that business processes are currently suffering from is absence of any tracking mechanism for task progress. There is no transparency and progress status is dependent on manual follow-ups. This is inefficient and disturbs the flow of work. It take a lot of effort and significant resources to identify any bottlenecks in the process. Lack of visibility also encourages finger pointing and degrades the organizational environment. With automation, organizations get access to a task tracking mechanism that can show task progress in real time. If there is a delay at any point, an escalation is raised. Bottlenecks can be easily identified and then removed. Inbuilt notification system sends notifications to relevant people as soon as task is triggered. Dedicated communication channels remove the need for emails or phone calls for information exchange. It is also possible to identify whether the delay is at vendor end, admin end or due to the user’s immediate supervisor.

If you want to streamline your overall business, it is important that even the smallest of processes are streamlined. Automation helps you with this as it is a scalable option that can be implemented for simple, single step processes or for multi-step, multi-level tasks. If you have any doubts regarding this process or about automating other business processes, you can go through our blogs. You can contact IBISM and we will be happy to answer all your queries, or you can sign up for a free demo.

Published on May 29, 2018