Automation
Use of software to run recurring tasks without manual intervention – from RPA and workflow automation to AI-driven process optimisation.
Companies waste on average about 30% of working time on manual, repetitive tasks. IT automation removes this inefficiency systematically – from simple email forwarding to fully automated supply chains. Combined with AI, automation becomes intelligent and can optimise unstructured processes that used to need human judgment.
What is Automation?
IT automation is the use of software tools and technologies to execute manual, repetitive business processes without human intervention. The range spans simple task automation (e.g. auto-replies) and workflow automation (multi-step processes with conditions and decisions) to hyperautomation (RPA plus AI, process mining and low-code). Goals include efficiency, fewer errors, lower cost and freeing staff for higher-value work.
How does Automation work?
Automation starts with process mining or manual analysis: which processes are repetitive, rule-based and high-volume? These are prioritised and automated. RPA bots simulate human actions in UIs (clicks, typing, copy-paste). Workflow engines (e.g. n8n, Zapier, Power Automate) connect systems via APIs and run defined flows. AI-driven automation goes further: it understands unstructured data (documents, emails), makes decisions using machine learning and learns from feedback.
Practical Examples
Invoice processing: Incoming invoices are scanned with OCR, data is extracted and posted to the ERP automatically – reduced from days to minutes.
Customer onboarding: Registration, identity checks (KYC), contract creation and welcome email run fully automatically.
IT helpdesk: Common requests (password reset, VPN, software install) are handled by an AI chatbot and automated workflows.
Inventory: Stock is monitored in real time; reorder is triggered automatically when minimum levels are reached.
Social media reporting: Data from different platforms is collected, aggregated and presented in a dashboard automatically.
Typical Use Cases
Finance: Automated invoice checking, payment approval, dunning and month-end close
HR: Applicant tracking, onboarding workflows, time tracking and payroll
Logistics: Order processing, shipping labels, tracking and returns
Marketing: Lead scoring, email triggers, social scheduling and reporting
IT operations: Server monitoring, auto-scaling, backups and incident handling
Advantages and Disadvantages
Advantages
- Cost reduction: Automated processes can cost up to 80% less than manual execution
- Consistency: Bots avoid typos, missed steps and work the same every time
- 24/7: Automated processes run around the clock
- Scalability: Volume spikes are handled without extra staff
- Staff satisfaction: Teams are freed from dull routine for more valuable work
Disadvantages
- Upfront effort: Process analysis, implementation and testing require investment
- Maintenance: Automation must be updated when processes or systems change
- Over-automation: Not every process benefits – cost–benefit analysis is needed
- Change management: Staff must be involved and fears about job loss addressed
Frequently Asked Questions about Automation
What is the difference between RPA and workflow automation?
Which processes are best for automation?
What does introducing automation cost?
Related Terms
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