Digital Process Automation: A 6-Step Guide

Digital transformation is no longer a ‘nice to have’. This guide covers what you need to consider and how to start implementing a digital process automation tool, from finding your internal champion to scaling across the business.

6steps to DPA success
2–4 wksto a first automated process, on average
<6 wksto ROI for FlowForma customers

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Today's challenges and how to address them
The net effect of standing still
6 steps to implementing digital process automation

What's inside the guide

An essential resource if you're responsible for digital transformation in your organization.

01How DPA software is changing how work gets doneWhy manual, paper and Excel-based processes still hold teams back.
02Business challenges and how to address themSkills shortages, rising costs and the case for operational excellence.
03Process automation this month, not nextAutomating people-driven processes in days and weeks.
04Where to startWhich processes will move the needle first.
05The net effect of standing stillSix areas that suffer when processes stay manual.
066 steps to DPA successFrom internal champion to rinse and repeat.
07Why leading companies choose FlowFormaFaster, no-code automation with ROI in under 6 weeks.

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Pages from Digital Process Automation Software: A 6-Step Guide

Why process automation can't wait

Some processes are still painfully antiquated. Leading companies are using digital process automation to stay competitive, reduce costs and ensure compliance.

Manual processes cost more than time

Repetitive manual work brings delays, cost and inaccuracies, and makes bottlenecks impossible to see. IT teams are stretched by budgets, skills shortages and capacity, so automation requests get deprioritized.

RPA can't fix people-driven processes

Robotic process automation handles repetitive tasks that don't need humans. It doesn't help with the long list of approvals, requests and checks that people still drive.

No code puts process owners in charge

With a no-code tool, process owners rather than developers can automate a simple process in as little as an hour, removing the reliance on IT for every request.

47%

longer to fill technical roles than non-technical roles

Forrester, Predictions 2023

1 hour

to automate a simple process with no-code DPA

FlowForma

90%

of organizations still use email, Excel or paper for 25–100% of their processes

FlowForma survey, 2023

Where to start, and which processes will move the needle

Weigh which processes cause the most pain against which can be automated fastest.

Pick one simple process that is painful and time-consuming, automate it first, and use it as your benchmark success story. The template you build can often be reused across many other workflows, with tweaks for each one's rules.

Transformation should happen in an agile way, led by the people in the business domain.

Top tip

Don't try to boil the ocean

Small steps demonstrate success, then you scale at pace. Expect a fear-of-missing-out effect: when one team automates, others see the gains and want the same.

HR automates leave requestsFinance hears about itExpense approvals next

The net effect of standing still

Margins are slim, skills are stretched and costs are rising. Here's what suffers when processes stay manual.

Inconsistent processes

Procedures that leave room for error and misinterpretation.

Poor decision-making

Inaccurate data and a lack of insight undermine planning.

Non-compliance

Manual steps that aren't completed, recorded or stored accurately.

Unnecessary overheads

Poor workflow management and onerous manual tasks.

Lost revenue

Project overruns and bottlenecks nobody can see.

Staff attrition

Rudimentary procedures that pull people away from their real roles.

6 steps to digital process automation success

On average, organizations are up and running with their first automated process within 2–4 weeks. Follow these steps for a successful project.

1
Find your internal champion

A well-connected person who understands the business need, drives the project and secures buy-in from every key stakeholder.
- Often an end user who doesn’t need convincing of the benefits
- Makes the introductions to buyers and decision makers
- Typically a CEO, CIO, COO, or head of IT, digital transformation or process excellence
An internal champion gets things done and keeps the project on track.
2
Research DPA software vendors

Choosing a new tool isn’t a task to take lightly. Use a checklist so your evaluation of each provider is fair and considered.
- List your objectives and desired outcomes
- Use a checklist to identify the right DPA software
- Test several tools with a trial or proof of concept
- Use G2 or another trustworthy independent resource
3
Get key stakeholder buy-in

Show leaders how automation helps them reach their strategic goals. Find the processes your current tech stack and IT team can’t automate, do the math, and keep success stories to hand.
- Anticipated cost savings per process
- Estimated productivity gains
- Consistency and accountability
- Visibility of process bottlenecks
- Return on investment
- Reduced reliance on IT
Be ready for tough questions: a McKinsey survey found most organizations achieve less than one-third of the impact they expected from digital investments.
4
Start small, scale fast

Involve a process owner and a business user, and pick an uncomplicated process that will make an impact. If it works on paper, it will be easy to automate and the benefits easy to measure.
- Make the first process intuitive: wording, user experience and calls to action
- Measure consistency, speed and visibility of bottlenecks
- Maximize your Microsoft 365 investment with a tool that sits on top of it
5
Get feedback, adapt and celebrate success

Recruit testers with clear instructions, fix any glitches, and test again before rolling out to a wider team.
- Ask users what’s good and bad about the pilot
- Measure positive outcomes before the official roll-out
- Share the win with stakeholders in a short email or presentation
Celebrating early wins builds momentum and helps wider adoption.
6
Rinse and repeat

Use what you learned from the pilot to help other business users automate their own simple use cases, and start mapping more complex processes for phase two.
- Replicate the steps that worked
- Empower a superuser group to drive adoption
- Take on a more challenging process with the same invested team

Leaner processes without over-engineered IT

Code-dependent and enterprise low-code tools lean on skilled developers before you get any value. Some out-of-the-box solutions look complete, but need coding to deliver the automated process you actually want.

No one knows a process better than the people who run it. No-code digital process automation lets process owners build and deliver their own automated processes, with IT oversight.

I used to try and automate processes using Python and other programming languages and it could take months. The logic is still there with FlowForma Process Automation, but you don’t have to learn any code or any syntax.

Anthony NgadiminSr. Building Envelope Consultant, Rimkus Consulting Group

Read the Rimkus story

Why leading companies choose FlowForma

The leading no-code provider of digital process automation software, serving 300,000+ users. Customers are live, empowered and self-sufficient within 4 weeks of onboarding.

3-in-1 tool

Forms, workflow and document generation in one platform.

No code & 5X faster

Business people digitalize processes in-house, without writing code.

Easiest to adopt

Seamless collaboration and engaging experiences for internal and external users.

ROI in <6 weeks

Fast operational efficiencies, more resilience and better customer experiences.

Digital process automation: common questions

What is digital process automation (DPA) software?

DPA software replaces manual, paper and Excel-based processes with digital workflows. No-code DPA lets process owners build those workflows themselves, bringing transparency, accuracy and accountability to every department.

What are the steps to implement digital process automation?

Six steps: find your internal champion, research DPA vendors, get key stakeholder buy-in, start small and scale fast, get feedback and celebrate success, then rinse and repeat.

How long does it take to automate a first process?

On average, organizations are up and running with their first automated process within 2–4 weeks. With a no-code tool, a simple process can be automated in as little as an hour.

Which process should you automate first?

A simple process that is painful and time-consuming. If it works on paper, it will be easy to automate and its benefits easy to measure, and it becomes your benchmark success story.

What's the difference between RPA and digital process automation?

RPA automates repetitive tasks that don't need people. Digital process automation streamlines people-driven processes, such as approvals, requests and inspections, which RPA can't help with.