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What is robotic process automation (RPA) and how does it work?

What is robotic process automation (RPA) and how does it work?

The keys to gain an in-depth understanding of the convenience of automating tasks, a strategy that increases job satisfaction and therefore increases profitability.

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In the era of digitization, characterized by versatility and constant updating, it is essential to identify reliable, secure and robust technological solutions that also aim at profitability. Keeping abreast of market changes, aligning with business objectives and reducing costs is always challenging.

Robotic process automation, the concept that summons us in this Conciliac article, is one of the methodologies that provide these values, always through proper execution. Let’s see in detail what RPA is, how it is implemented and what are the benefits associated with its use.

What is robotic process automation?

Also known by the acronym RPA (robotic process automation), this is a technology that automates business processes. In short, it consists of the use of systems (called bots) that take charge of specific tasks and free human agents from repetitive actions, increasing productivity and therefore profitability.

Keep in mind that this is not a displacement of workers in favor of robots, but the use of automated solutions that collaborate and improve processes at different levels.

If we ask ourselves what RPA does, it is necessary to mention three fundamental axes:

  • Repetitive tasks, e.g. data management.
  • Tasks involving large volumes of information.
  • Multi-system operations: in practice, software interacts with applications, websites, user portals and other tools, emulating human action.

How does RPA work?

To understand how robotic process automation is performed, the following variables must be taken into account.

  • Specialized programs observe and understand what is on the screen. Based on this, they record the sequences of user (human) actions with the tools, and thus design a workflow.
  • The system creates a list of tasks, observing humans.
  • Then, a bot is developed that mimics those actions within the application, executing them faster and without errors.

Implementing RPA: the 5 keys to keep in mind

  • RPA and digital transformation are progressing in parallel. There are many tasks that do not require creativity or in-depth specialist knowledge: this is where robotic process automation emerges.
  • RPA and process optimization also go hand in hand, for example in data collection, updates, approvals, etc., which do not require human creativity or intuition.
  • As we pointed out earlier in this blog, it is possible to compare RPA challenges and solutions to Swiss watches, which operate with great precision, synchronously and without direct human intervention. In companies, attending to every need and to customer satisfaction
  • When talking about RPA and job roles, it is necessary to know what are the programs for automation. They are commonly known as bots, software capable of performing tasks in a similar way to humans.
  • A few years ago, when talking about artificial intelligence-based systems with automation capabilities, outside of the more technical realm, the reference was to virtual assistants. In 2023, programs such as OpenAI’s ChatGPT and Google’s Bard are leading the exponential growth of these technologies, which in companies are channeled through specialized solutions.

The benefits of automation

We have already said it at Conciliac: artificial intelligence (and we are also talking about the systematization of processes) will not replace human intuition, but it will optimize it. How? To find answers, it is wise to review the benefits of automation, including data reconciliation.

Robotic process automation increases job satisfaction: while software is dedicated to repetitive and therefore boring tasks, team members can focus on impactful and positively challenging work.

Why is worker satisfaction so relevant? A 2021 survey revealed that workers spend five hours a week on tasks that should be automated.

RPA for small, medium and large companies is key in view of abolishing monotony, which reduces satisfaction levels and affects productivity, with the following points in favor.

  • It is a substitute for manual processes, which are fallible.
  • Minimizes errors.
  • Reduces costs.
  • Allows to take advantage of human skills.
  • By automating workflows, productivity increases.
  • Businesses and organizations gain agility.
  • Processes become more transparent.
  • RPA bots work 24×7, maintaining service levels even in peak demand instances.

In short, the advantages of RPA translate into a strategic redirection of time dedicated to work, allowing flesh-and-blood specialists to focus on impactful actions and problem solving.

An interesting definition of automation serves to understand the close link between RPA and digital transformation, in addition to its benefits in terms of productivity and profitability. We refer to the three “D’s” of robotics.

Some specialists like to say that robots are designed with the purpose of relieving humans of a number of tasks they would like to avoid. These tasks are defined by a trio of adjectives beginning with the letter “D”.

  • Dirty: dirty, in Spanish.
  • Dull: bored.
  • Dangerous: dangerous.

Meanwhile, robots are here to take care of “dirty” and “dangerous” actions, for example those machines developed to defuse bombs. In the RPA world, the most relevant adjective is dull: automated systems take care of the boring stuff and do it efficiently, while human agents maximize their productivity and satisfaction.

How to choose the right RPA software

It is key to note that the implementation of RPA is a frictionless step, as automation involves legacy systems and is based on user-friendly interfaces; a move that follows the axioms of low code or no code, allowing intuitive use, without relying on technology departments or intensive training.

A remarkable aspect of certain RPA tools is the high degree of accessibility for those who are not software and programming specialists.

However, for the secure implementation of RPA, it is essential to work with specialists in the field and suitable business partners.

At Conciliac we have the experience, products and experts to support the digital transformation of organizations, a movement in which robotic automation of processes emerges as a core strategy in multiple areas, from finance, through RPA in customer service, operations, marketing, legal, human resources departments, and even in health care, to name a few examples among many.

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