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IT Leaders! Using Automated Workflows to Take that Much Needed Vacation

IT Leaders! How to Prepare Your Team for Your Much Needed VacationYou’ve worked hard all year, putting in endless hours and a tireless effort to keep your company’s IT operations running efficiently. It’s time to take some much-needed time off – you deserve it! But before you tidy up your desk, set your “out of office” message and shut your system down for a week (or two), here’s a checklist of must-do tasks to ensure that while you’re gone, the business will still run as smoothly as can be and you won’t have to worry about getting frantic calls while you’re trying to relax on the beach.

Prepare Ahead

A few weeks prior to your vacation, make a detailed list of the top IT tasks you perform on regular basis. Then, use this list to create automated workflows for these tasks. Instead of having to train other staff members and risk the chance of something going wrong or slipping through the cracks, these IT automation workflows will do your job for you while you’re gone!

Bring Your Team Up to Speed

Take some time to show your staff what you have accomplished, what automated workflows you’ve created and what these workflows will do in your absence. That way, while you are gone your team will be able to tackle more tasks without having to call you every time an alert goes off.

Program Alerts

Program your system properly so that if something goes wrong, the alerts that are not related to you go to the right people. If possible, entrust one team member to step in and handle any specific alerts that would normally be handled by you. This way you can enjoy your time off without interruption.

Be Proactive

Prepare automated workflows for worst case scenario (i.e., a mission-critical service failure), and prepare an automated remediation process for that, so if and when an issue occurs, there will be a plan in place to automatically resolve it. When you come back to work, no one will know you even went on vacation!

Relax and Have Fun!

The life of an IT professional is hectic and stressful by nature. Nobody earns time off like us! So, once you’ve done all of the above, it’s time to relax. Grab a good book, pack your bags, sip on a cocktail and have some fun! When you have the right plan in place backed by automated workflow technology, you won’t have to worry about what’s going on back at the office and you can enjoy your well-deserved time off.

Dreading your next vacation and the mess you’ll have to come back to? IT process automation can help you manage your IT operations so efficiently that the department will practically run itself when you’re away. Get started today with these 10 things you should be automating.

The Crawl, Walk, Run Approach Making IT Process Automation Work for You

IT automationThere’s a common misconception about IT process automation that it’s extremely expensive, a huge pain to implement and that even after you invest a ton of money and spend months getting it up and running, it doesn’t work as promised. To the contrary, automating your IT workflows and processes doesn’t have to be costly or difficult, and it can work amazingly well…provided it’s approached the right way.

Let’s take a look at a concept known as the “crawl, walk, run approach” and how it makes implementing IT process automation easy and effective.
Crawl…

If you think about how a small baby begins to develop and become mobile, you can envision a slow, cautious start. Then, as confidence and experience builds, the child will begin to move faster and accomplish a little more with each endeavor. Using IT automation successfully should be the same. Start out slow, testing the waters by automating one or two simple tasks that are not business critical. Once you begin to get comfortable with the product, you will feel more confident rolling it out to other, more important tasks and workflows.

Walk…

Learning to walk takes time, patience and support. It’s the same with automation. Don’t get caught up in the pressure to jump in and move too fast. Instead, get the appropriate resources in place before you launch any major automation projects. Support in the form of project managers, process automation experts or process automation engineers will be invaluable during this planning stage. In some cases, the IT automation company you choose will offer this service as part of their package. Others may be able to recommend professionals that will fit with your needs and your budget.

Once you’ve developed a well-thought-out, step-by-step plan, continue the patient pace by building out the steps, workflows and interfaces for each process. Ample testing should be conducted, ideally in a specially designated test environment or during scheduled maintenance downtime. Focus not only on the initial deployment, but also on a change management strategy so that your automated processes and workflows can adapt with future changes to business needs.

Run…

Now that you’ve successfully tested and implemented automation, it’s time to pick up the pace. Every runner knows that in order to maintain a steady sprint, proper stretching is required. Once you’ve gone through the initial walking process, it’s time to extend automation to new initiatives and applications. As always, tackle one task at a time until you’re satisfied with the results and then move on to the next. Over time, managing multiple automated workflows and even linking several together will become completely do-able.

Making IT Process Automation Work for You

An important thing to keep in mind is that when it comes to automation, as with most anything else, you get what you pay for. Those free bundled products are probably not all that great, otherwise they wouldn’t be free. Paying for the right IT process automation software, although requiring a monetary investment, can really pay off in the long run when the business benefits begin to significantly outweigh the costs incurred.

The bottom line is, IT process automation doesn’t have to cost an arm and a leg, and it doesn’t have to be a huge headache to implement. Provided you follow the steps above, starting off small and slowly scaling up, you can realize the true benefits of
without all the hassle and without breaking the bank.





EBOOK: HOW TO MEASURE IT PROCESS AUTOMATION RETURN ON INVESTMENT (ROI)




How Automated Workflows Can Help to Reduce Error Rate in Banking Processes

eyeShare workflow designerPerhaps no field requires as high a level of accuracy as that of finance. When dealing with hundreds of thousands, millions or even billions of dollars, one minute error such as a misplaced decimal point can spell disaster. It can also be a nightmare to correct, costing time, money, aggravation and, in many cases, damage to a firm’s reputation that is difficult to overcome. For these reasons, more and more financial institutions are turning to automated workflows to help reduce their error rate and mitigate these damages. Here’s how.

The concept is simple yet highly effective. Instead of manually inputting data, such as loan applications, banks and other financial institutions can leverage the power of technology to enter, scan, validate and prioritize information in a way that reduces error and dramatically improves productivity. Additionally, the sooner raw data can be converted into actionable information, the sooner the firm can make use of that information for increased profits. Automated workflows can be used for all sorts of finance activities, including account opening, loan processing and mortgage reviews, just to name a few.

Mitigating errors due to manual processes isn’t the only benefit automated workflows offer, either.

These sophisticated programs can also help speed up and streamline the exception process. For instance, rather than relying on bank personnel to review and identify problems, such as incomplete forms, automated workflows can complete this task in mere seconds. This helps to eliminate bottlenecks and other delays, thereby improving efficiency.

Another area where IT Process Automation (ITPA) can be used to benefit the financial industry is that of compliance. There are strict regulations in place to protect sensitive consumer information from falling into the wrong hands, and an immense amount of pressure is on financial institutions to comply with these stringent requirements. Protection of printed materials (including printing devices), which used to be a costly and time-consuming burden for financial firms, can now be automated so that only those documents that truly require printing be released. This also reduces paper and toner waste.

All this said, it’s important to point out that not all IT process automation tools are created equal. In order to maximize the benefit of automated workflows, financial institutions should look for the following criteria when evaluating the various platforms:

  • Multi-Functional – The more robust the features, the better. Just be certain to verify that the platform you’re considering is capable of supporting the specific needs of the finance industry.
  • Versatile Point-of-Capture Ability – One of the biggest savers of time and money is automated workflows that allow bank personnel to capture pertinent information from a wide variety of formats. For instance, whether data is received via paper form, fax, online platforms or mobile application, it can be quickly captured, verified and categorized.
  • Ability to Verify Completeness – Look for automated workflows that provide the ability to verify, electronically ahead of time, whether documentation is complete prior to it being forwarded to the appropriate party. This can vastly improve efficiency and productivity.
  • Liaison between Data Capture and Back-End Systems – Once information is obtained it must then be transmitted to the institution’s back-end systems to be processed accordingly. Automated workflows that connect these two areas are essential for optimizing business processed and reducing errors.
  • Sophisticated Data Extraction – In many situations, information must be carefully extracted and appropriately classified – a task that can take a lot of time when done manually. Additionally, automated workflows that offer this will speed up processing and improve accuracy levels.
  • Validation of Data – Once information is extracted and classified, it must be verified and validated against the institutions existing data sources. Look for an IT process automation platform that will enable this task to be handled without the need for human input.

In today’s digital age – especially with the increasing risk of security breaches – financial institutions are facing complex challenges in terms of data protection, error reduction and improved efficiency. IT Process Automation is the solution that more and more firms are taking advantage of, and the benefits are nothing short of amazing.

Could your financial institution benefit from lower error rates, greater compliance and enhanced productivity? Download a free 30 day trial to see how eyeShare is the ideal solution.





IT Process Automation Survival Guide