How to implement smart workflows & process automation in medium-sized companies?

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

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Podcast version:

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Our 5 panellists, Sebastian Janus from Scaleuplab, who also moderated

Eva Spannagl from Moss, Sebastian Wengryn from ContractHero, Nikolai Skatchkov from Circula and Amadeo Tasca from Candis talk about workflow best practices to make work easier, about popular tools for process automation, but also about what perhaps shouldn't be automated because recurring sources of error lurk there.

One example of the use of smart processes is CAYA, where invoice data can be extracted from the post office and automatically transferred to accounting software. This is what happens with McMakler or Zolar, for example. When digitizing pen mail, CAYA's AI recognizes that an element on a letter is invoice data. In the end, all you have to do is check and no longer scan, type or copy manually. We classify this example as a smart process. In this context, the interrelated process is not completely automatic. Entries should always be checked personally in the accounting software. However, thanks to smart workflows, it means: Just checking instead of typing = making work easier.

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In general, many steps that digitize paper-based processes enable smart and more efficient workflows in Office 4.0, the digitized working concept for networked collaboration. The basis for smart workflows is almost always that data is available in digitized form.

We discuss common tools for optimizing or automating work processes with tools such as Confluence or Zapier, but also address specialized software solutions and best practices for using them.

Important questions that we answer in the interview:

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

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

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

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