Steve Smith is the U.S. COO at Esker.
The Ironman Triathlon was conceived in 1978 by a group of endurance athletes who wanted to settle a debate about which athletes were the fittest: swimmers, runners or cyclists. In the time since the first Ironman Triathlon was held over 45 years ago, the brand has evolved and spread across the globe, with thousands of people participating in these endurance-testing events each year.
Clearly, triathlons are feats of physical and mental strength that require rigorous training and discipline to undertake and finish successfully. However, it’s also incredibly common for people to attempt such events completely on a whim, fancying that a couple of months of long-distance running should “do the trick” in terms of prepping for the race. Social media has added a layer of glamor to athleticism that can hide the painstaking groundwork and sacrifice required of athletes behind the scenes. In a similar way, recent strides in technology can make it seem like it’s a cinch to digitize a business and become a highly efficient, seamlessly integrated organization that towers over its competition.
The truth is, it’s not so simple. In the case of automation, for example, the solution will only be as effective as the foundation beneath it. Absent the proper groundwork and foundational processes, it won’t be a sustainable solution, similar to the way crash dieting and ultra-intense workout regimens often end up weakening a body rather than strengthening it long-term. But there are ways to set your business up for success when embracing automation as a tool, just as there are ways to safely prepare one’s mind and body before race day.
Setting Yourself Up For Success With Automation
The first rule of thumb when building out new processes or regimens is to build momentum in one area and then expand outward. Before implementing automation processes, you need to narrow your scope and identify which processes need to be transformed, how long that will take, what people and departments are involved and what systems and data are necessary to enable the process.
It’s wise to begin with a mature process that’s been tested over time and reached a state of stability. Costs must then be quantified, tools must be selected (make sure that automation tools integrate with existing data and processes can be automated easily without extensive coding) and the necessary time must be dedicated at regular intervals to test, deploy and assess how the tool is working within the chosen area. Like any good fitness coach will tell you, small and consistent changes are the best way to build up more significant outcomes.
Another important element in setting your business up for automation success is having the right people and processes in place to oversee the development and launch of automation. It’s crucial to carefully select the appropriate team and designate a competent lead to direct the automation initiative. This ensures that the right skills and expertise are brought to the table. Just as you would want the company you keep when training for a big race to support you in your goal, it’s wise for a business to have a supportive team with an aligned vision and clear roles.
Once the right team is selected, a comprehensive automation framework can be developed, serving as a guide for integrating automation seamlessly into various aspects of the organization and encompassing people, processes and systems. This framework should delineate the necessary steps for implementation, acknowledging that automation is an ongoing process rather than a one-time event and ensuring team signoff at each phase.
Lastly, to gauge the success of the automation effort, it’s vital to establish key performance indicators (KPIs) that measure its impact on employees, customers, profitability and operational efficiency. Monitoring these KPIs can provide valuable insight into the effectiveness and benefits of automation within the business. Whether in the physical or digital realm, taking pauses to assess areas of strength and weakness when embracing a new process is crucial to avoid strain and possible setbacks. Setting reasonable and measurable goals and remaining dedicated to a framework allows for easy assessment (and readjusting if need be).
Staying Agile As You Grow
The implementation methodology impacts the success of an automation initiative more than you might think, and the more agile the approach, the better the results. The typical “waterfall” approach (in which all steps in a process are done sequentially) isn’t always effective in enterprise automation efforts due to its rigid and inflexible nature. The waterfall model can hinder quick adjustments, collaboration and feedback loops essential for efficient automation. Conversely, an agile, cross-functional approach embraces adaptability, iterative development, frequent feedback and collaboration among diverse teams. This enables the enterprise to respond swiftly to changing requirements, integrate emerging technologies seamlessly and ultimately deliver a more tailored and effective automation solution.
Automation: Slow And Steady Wins The Race
There’s much to be gained from approaching automation with a similar mindset as one might adopt when training for a physical feat: pace yourself, start incrementally, have a solid support system that keeps you accountable, chart your progress and allow some flexibility in the ways you implement processes. In time, these incremental first steps can lead to sustainable improvements that can move your business toward record-breaking heights.
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