How to implement smart workflows & process automation in SMEs?

In this recording, we present a panel discussion that recently took place as part of our digitalisation conference, bitsandbusiness.de. When it comes to digitalisation in SMEs, people often talk about smart workflows. But what characterises them, and what are some examples? Smart workflows are generally defined as a chain of process steps that are (partially) technically automated. However, humans are also involved. Intelligent and automated systems do not mean that employees are no longer involved in processes. Instead, more time is created for value-adding activities.

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Podcast version:

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Our 5 panellists, including moderator Sebastian Janus from Scaleuplab

Eva Spannagl from Moss, Sebastian Wengryn from ContractHero, Nikolai Skatchkov from Circula and Amadeo Tasca from Candis discuss workflow best practices to lighten the workload, popular tools for process automation, and what might be better left unautomated to avoid recurring pitfalls.

One example of using smart processes is CAYA, where invoice data can be extracted from post and automatically transferred to accounting software. This is how it works at companies like McMakler or Zolar, for example. When digitising letter mail, CAYA's AI recognises that an element on a letter is invoice data. Ultimately, all that is left to do is check it; there is no longer any need to manually scan, type, or copy. We classify this example as a smart process. The end-to-end process is not fully automatic in this context. Inputs in accounting software should always be checked personally. However, thanks to smart workflows, the motto here is: just check instead of retyping = work simplified.

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In general, many steps that digitise paper-based processes enable smart and more efficient workflows in the Office 4.0, the digitised work concept for networked collaboration. The foundation for smart workflows is almost always that data is available in digital form.

We discuss popular tools for streamlining and automating workflows, such as Confluence and Zapier, while also exploring specialised software solutions and best practices for using them.

Key questions we answer in the interview:

1.) What can be optimised in SMEs through smart processes and automation with a low barrier to entry?

2.) What should not be automated for quality and security reasons?

3.) What potential do special automation tools like Zapier offer?

4.) Why do smart workflows and automated processes work significantly better in a paperless office, and how do you go paperless?