Your Guide to Successful RPA Implementation Journey in 2023

Businesses these days are burdened with mundane, repetitive tasks that take up the majority of their time, and resources and are still not fruitful. Robotic process automation can help organizations automate these processes & help them increase productivity. This step-by-step RPA implementation guide will help you achieve successful RPA implementation!

From multiplying the staff productivity to the utilization of information efficiently, Robotic process automation is helping enterprises automate almost every task.  

Deloitte’s third annual RPA survey states almost 53% of companies have already begun the “RPA journey.” Also, RPA will soon achieve global adoption in the next 5 years.

But an organization can reap the benefits of robotics only when the RPA implementation & planning is done in the right way, and to guide you for the successful RPA implementation, we have sorted this step-by-step RPA implementation guide for you all!

What is RPA?

Robotic process automation (RPA) is an automation solution that uses artificial intelligence (AI) and machine learning (ML) capabilities to handle high-volume, repeatable tasks performed by humans. 

A successful RPA implementation automates repetitive tasks, helping your organization increase efficiency.

According to a study by Global newswire, the global robotic process automation market is projected to reach USD 23.9 billion by 2030 and is poised to grow at a compound annual growth rate (CAGR) of 27.7% from 2021 to 2030.

RPA market stats

Image Source

Want to know more about RPA? Check this blog here “Everything You Need to Know About Robotic Process Automation.”

Expectations from Robotic Process Automation

One of the most frequently asked questions while implementing RPA is the expectations, and how will it scale in the future with advanced robotics? 

RPA is already helping businesses in data management, revenue generation, improving process performance, and much more.

Moving forward,  businesses can implement RPA & meet their expectations, which are:

  • No-code RPA: Facilitating development with no-code RPA solutions would help businesses simplify their processes even further, especially in no-code development environments.
  • Utilizing process mining to auto-extract process knowledge from RPA solutions can help businesses simplify the RPA implementation process.
  • Expanding bots to have more extensive capabilities to function well in RPA marketplaces enables developers to submit their code easily.
  • Open-source RPA: Since RPA is expanding exponentially, the demand for transparent RPA with open source is also increasing.   

Understanding Business Challenges in RPA implementation

Before starting on the RPA implementation journey, organizations must assess their challenges and how RPA will be beneficial for their organization. 

Businesses face various challenges in RPA implementation that range from organizational and technological to financial and regulatory challenges:

RPA Implementation Challenges

1. Organizational Challenges

Technological advancement of such a scale requires organizations to buckle up and prioritize RPA initiatives. However, limited resources, lack of the right skills, and lack of sense of urgency are some of the barriers that enterprises need to overcome to implement RPA successfully.

2. Technological Challenges

Implementing an enterprise-wide digital workforce requires the right tools, skills, and technology. 

40% of the organizations implementing RPA faced cybersecurity and data privacy concerns. Implementing RPA means granting access to all your legacy data systems to RPA bots, and in such case scenarios, there is a fear of data mishandling. 

Apart from data privacy risks, difficulty in scaling applications is a real challenge. For example, only 3% of organizations have scaled their digital workforce, according to the Deloitte Global RPA Survey.

3. Financial & Regulatory Challenges

For RPA implementation, the total cost of ownership (TCO) poses a great risk. This is because software costs such as OS costs, bot licenses, and hardware costs for machines, servers, and databases are high. 

Ensuring regulatory compliance is another aspect that must be considered while RPA development. Businesses and IT teams should collaborate and actively provide business updates to the RPA support team to update scripts in the production environment. 

In order to counter these challenges, businesses should make decisions based on individual and organization-specific requirements such as RPA’s implementation timeline and functional requirements. 

A proactive enterprise-wide discussion about the expected results would allow organizations to make the most of the RPA and its benefits.

Financial Automation for CFOs

Apart from understanding and mitigating the challenges, the stepwise approach to RPA implementation, as discussed in the next section, is also beneficial for the proper implementation of RPA steps. 

7 Step Process for Successful RPA Implementation

A well-prepared implementation approach helps you to take full advantage of the technology.  The Final RPA Implementation Journey involves the below-mentioned steps:

The Final Stepwise Implementation Approach - Signity Solutions

Step 1: Program Initiation

A clear RPA business plan is a cornerstone of successful deployment. The program initiation phase helps an organization understand the feasibility and advantage of an RPA solution. 

Step 2: Assessing Potential Opportunities

The organization’s initial process assessment is essential to attain the best results. Make sure the focus is on:

  • Input and output volume
  • Process variability
  • Value unlocked via automation

Volume and process variability should remain in equilibrium, directly affecting cost benefits. In addition, enterprises should consider data security, cybersecurity, and scalability during an evaluation for the implementation of RPA steps.

Step 3: Developing Proof of Concept

After process selection, enterprises should experiment with robotic process automation tools and technologies to understand their work.

Aim at the key elements of the process and not the complete initiative. Cross-check if the bot has the caliber to work and deliver the best results. This will help create an effective proof of the complete concept and ensure the efforts don’t go in vain.

Step 4: Deploy a Pilot

Once you attain conceptual proof, run the pilot. Implementing this step for RPA implementation further reduces bot deployment inefficiencies.

Deploying a pilot helps you understand if you are investing in the right software.

To ensure that, measure the bot’s performance vs. manual process. Then, keep running the traditional process against the bot. This process helps in proving its actual worth.

Step 5: Resource Organization

Before pilot production, companies organize cross-functional project teams and resources. The responsibilities must be well-defined to ensure business goals are in sync.  A successful strategy includes a plan where businesses should consider employees’ suggestions and potential impacts, and training programs are welcomed.

Step 6. Setting up of an Implementation Plan

A comprehensive implementation plan with a detailed strategy is the need of the hour. A complete team of business analysts, project managers, operating staff, and RPA developers is necessary for the streamlined implementation of RPA.  You also have to consider maintenance costs and additional software development costs.

Step 7: Operate and Monitor

When bots are up and running, don’t forget to analyze their performance. Ensure they are not overloaded. Operational benefits and greater productivity are worth considering.

If you are feeling overwhelmed with the above-mentioned stepwise RPA implementation journey, here’s a quick checklist to help you to simplify the process further:

  • Start with ‘simple to automate’ processes and list out processes to automate.
  • Perform a feasibility assessment & make sure existing processes are efficient.
  • Consider app scalability and AI support & prepare for advanced robotics.
  • Conduct an audit trail & addressing data privacy risks. 
  • Analyze the cost-friendliness of RPA applications.
  • Follow a Comprehensive Team Approach. 

Selecting the Right RPA Vendor for your RPA Implementation

The RPA implementation needs are different for different organizations, and to fulfill them, you need RPA vendors who can understand these needs and offer you customized solutions.

Here’s a list of parameters you should consider while selecting a vendor for the RPA to avoid any bottlenecks in the implementation:

  • Cost and time required to deploy the bots
  • Ability to deliver bots that can handle financial complexities
  • Provisions for encrypting the data and ensuring their privacy and confidentiality
  • Presence of audit trail feature, which records the transactions made by the bot
  • The RPA bot supplied by the vendor should be non-intrusive and well-equipped to adapt to the change in technologies. 

Along with the organizational credentials, the technical skills of the vendors should be verified.

RPA Implementation services

Top 6 Benefits of Successful RPA Implementation

The global robotic process automation market size was valued at USD 1.89 billion in 2021 and is projected to expand at a compound annual growth rate (CAGR) of 38.2% from 2022 to 2030. 

The benefits of adopting the RPA systems range from boosting productivity, improving employee engagement, accelerating time to market, and generating more revenue. Successful RPA implementation can generate operational and strategic advantages.

RPA advantages - signity

Source: Medium

When various tasks have to be differently processed, which adds costs as well as complexity, especially for large enterprises. But the benefits offered by RPA make this technology worth every penny:

1. RPA Gives Accuracy

Human error results in the loss of billions of dollars annually. Do you remember the simple typo that caused the stock market to plunge 1000 points and wipe out $1.1 trillion in 2010?  

To achieve the highest level of efficiency, it is important to eliminate errors. The average benchmark for data entry errors ranges from 2 to 5%. This risk is significantly elevated with tedious and repetitive tasks that induce boredom.

2. Productivity Enhancement

RPA never takes leaves or never goes on a vacation. They keep working tirelessly, round the clock, with consistency and efficiency.

The productive gains of RPA are real as well as measurable. According to a new study from the Information Services Group (ISG), a leading global technology research and advisory firm, RPA enables companies to execute processes 5-10 times faster with approx 37% fewer resources.

3. Time and Labor Saving

As per The National Association of Software and Services Companies, RPA reduces up to 35-65% in labor costs and delivers a return on investment (ROI) in as few as six months.

Time and Labor Saving with RPA - signity

Source: Medium (Graphical Representation of Time Saving)

4. Scalability 

The robotic workforce can be as large or as small as per your requirement. The new bots can be deployed quickly, and that too at a minimum cost.

Whenever there is peak business activity like a new product launch, RPA can handle the improved transaction volume. This means there is no need to hire new staff and train them. 

5. Improvement of Service Level 

The businesses that deploy RPA to handle routine tasks can refocus their employees on creative, strategic work and deliver better customer service.

An intelligent way to integrate it into business operations is to allow the bots to work efficiently on tasks.

For example, you can improve service levels by automating tasks during customer interaction, reducing time to resolution, and decreasing customer frustration.

6. Flexibility & Adaptability

RPA is compatible with any software system. It mimics human action without coding changes, making it flexible and adaptable to virtually any business. ERP, CRM, and industry-specific applications are the best candidates for RPA.

Key Takeaway

Big names like AT&T, Gamestop, and Verizon, have already adopted the RPA system, and soon, there will be more joining the league. RPA would be implemented across a number of operations in the organization including processes that are customer-focused. They will be fit to deal with the data-intensive tasks error-free, sparing the sector significant time and liberating individuals to aim at high-value work.

You can successfully implement RPA when you have the right team with you. Minimize efforts, enhance client satisfaction, and boost revenue. For this, you have to test the waters and ensure every step you take is scrutinized.

Still on the fence and thinking whether or not you should bot-o-mate your business tasks? Take the help of the best RPA consultants to get the competitive edge required to get ahead in your industry.

Frequently Asked Questions related to RPA Implementation

1. What is the RPA Process?

RPA bot implementation is a long process of operational and cultural change in your organization that will empower your workforce to be more productive. 

2. Is RPA Easy to Implement?

If the right strategies are placed, with the help of the right RPA vendors, you can quickly implement RPA in your organization. 

3. Which is the Best Tool for RPA Implementation?

The three best RPA tools in the market are:

  • Automation Anywhere
  • Blue prism
  • UI path

If you want to read more about their differences, read this blog- UiPath vs BluePrism vs Automation Anywhere – Comparing the RPA Leaders.

4. Where can RPA be Implemented?

RPA can be implemented in any industry that is in a need to automate its high-volume tasks & requires the reconciliation of accounts to data entry. 

Here are some real-life use-cases for RPA implementation.

5. How do you Implement an RPA Bot? 

Successful RPA implementation requires the right techniques and tools. But implementing it in the right way requires you to understand the challenges and the key practices the same.

If you want to read more about the challenges, and the key techniques, we have mentioned the information above.

6. What makes RPA Successful?

Finding the processes in your business that could benefit from RPA is the first step toward a successful RPA implementation. 

A step-by-step RPA guide for successful RPA implementation is listed here. 

7. What makes a Good RPA Project?

Projects with high transaction volumes are implemented frequently and involve plenty of manual work are good RPA projects. 

8. What are the Benefits of RPA Implementation?

A few benefits of RPA are:

  • Boost Productivity
  • Improve Efficiency to Generate Savings 
  • Hit Accuracy Goals 
  • Reliable Consistency
  • Better Business Data Security
  • Produce Data for Important Analytics
  • Better Customer Service Experience

Read the benefits of RPA in detail with our informative blog on the top benefits of RPA.

9. Why do Businesses Need RPA?

RPA reduces human errors, primarily associated with repetitive tasks. Furthermore, RPA also helps in reducing staffing costs while increasing productivity and efficiency.