7 Process Automation Challenges and How to Overcome Them

When done right, business process automation provides many benefits. With that being said, there are many process automation challenges that can come up and derail any new initiative.

You have to be prepared and tackle them head-on. Otherwise, you may not see the gains you’re expecting.

In this guide, we dive deep into 7 key challenges of process automation and how to overcome them in the most efficient way possible.

Let’s dive in.

Challenge 1: Lack of Clear Objectives

Automating without a clear understanding of the desired outcomes can result in the process becoming more complicated and less efficient.

This may lead to wasting time, money, and resources, and it can even make manual processes seem better in comparison.

Without clarity, the automated system may not address the real issues or business needs. Obviously, this will lead to suboptimal results or even negative results.

 How to Overcome this Process Automation Challenge:

• Establish Clear Goals: Define what success looks like for the automation initiative. This includes identifying the specific tasks or workflows you want to automate and the expected benefits such as reducing manual effort, improving accuracy, or speeding up processes. What does that look like in practice EG reducing manual effort could be to save 5 hours a week.
• Set Measurable KPIs: Quantify the success of your automation efforts through Key Performance Indicators (KPIs). These could include metrics like time saved, error reduction, or cost savings. Having clear KPIs will guide the implementation and allow you to measure progress.
• Align with Business Objectives: You don’t automate for the fun of it. It takes real effort. Take the time to confirm that your automation goals are aligned with broader business objectives. Whether it’s improving customer satisfaction, increasing productivity, or scaling operations, the automation process should support the overarching mission of the organization.

Challenge 2: Inadequate Change Management

When introducing process automation, you’ll likely encounter resistance from employees. This happens for various reasons, but common ones include those who are hesitant to change or have difficulty adapting to new systems.

This reluctance can slow down or even derail the success of your automation efforts. Employees may fear that automation threatens their jobs or adds complexity to their work, creating anxiety and pushback.

Without proper support, adapting to these new technologies can feel overwhelming, leading to low engagement and inefficient use of the new system.

How to overcome

Overcome this by investing in change management initiatives. At the core of change management is education and training.

Take the time to educate your team about the new processes. They should feel comfortable using the systems. This will make the transition smoother.

Additionally, communicate the benefits of automation clearly—show how it can reduce repetitive tasks and allow employees to focus on more meaningful work.

By involving key stakeholders early in the automation project, you gain valuable insights and create a sense of ownership and commitment to the change.

This collaborative approach will ease resistance and ensure that the shift toward automation is embraced instead of fought against.

Challenge 3: Integration with Legacy Systems

One of the biggest challenges you may face when implementing automation is integrating new tools with your existing legacy systems. This is a side effect of process debt.

Many companies rely on outdated systems that are deeply embedded in their operations, and introducing modern automation solutions can lead to compatibility issues.

These older systems may not easily communicate with newer technologies, causing delays, errors, or even failures in the automation process. This may lead to the anticipated benefits of automation being undermined by technical setbacks.

How to overcome

Carefully plan for integration from the start. Select automation tools that are flexible, scalable, and capable of working with various systems.

These tools should allow for seamless communication with your legacy infrastructure. Additionally, consider taking a phased approach to upgrading your legacy systems rather than trying to overhaul everything at once.

On a side note, you should also take a phased approach to automation.

Gradual improvements can minimize disruptions while ensuring your automation initiatives are implemented smoothly. This approach can create a more harmonious integration and long-term success of your automation strategy.

Challenge 4: Data Quality Issues

When you automate processes, the results are only as reliable as the data being used.

Poor data quality—whether due to inaccuracies, inconsistencies, or missing information—can lead to incorrect outputs and errors in automated tasks.

If the data isn’t clean, the automation can produce faulty results, which can slow down operations and damage trust in the system.

This makes addressing data quality an important part of your automation efforts.

How to overcome

Establish and maintain high data quality standards by taking the following steps:

• Implement Data Governance Policies:
  Set up clear policies that define how data should be collected, managed, and used across your organization. It’s similar to document governance.  These policies should promote accuracy, consistency, and completeness, with guidelines on how to handle incorrect or incomplete data.
• Regular Data Audits:
  Conduct regular audits to assess the quality of your data. These audits can help you identify errors, inconsistencies, or gaps that may affect automation processes. By staying proactive, you can catch and fix issues before they cause larger problems. This will save you a lot of time and money in the long run.
• Data Cleansing and Maintenance:
  Develop processes for regularly cleaning and updating your data. This involves removing duplicates, filling in missing information, and ensuring that all data conforms to the necessary standards. Automating this process, where possible, can help keep your data in top shape without overwhelming manual workloads.
• Centralize Data Management:
  Store your data in a centralized system to ensure consistency across departments and functions. A single source of truth minimizes the risk of different teams working with conflicting data, which can lead to errors in automation.

Challenge 5: Security and Compliance Risks

When implementing automation, you may inadvertently introduce new security vulnerabilities. Automated systems, if not properly secured, can become attractive targets for cyberattacks. These attacks lead to data breaches, unauthorized access, or system disruptions.

Automation can also make it more challenging to ensure compliance with industry regulations, especially when handling sensitive data or operating in regulated sectors.

The complexity of these systems can make it harder to monitor and enforce compliance, increasing your risk of penalties or legal issues.

How to overcome

Adopt a security-first approach to automation using the following ideas:

• Adopt Robust Security Measures:
  Prioritize security in every stage of the automation process. Implement firewalls, encryption, and authentication protocols to protect sensitive data and prevent unauthorized access. Automated systems should have strong security layers built in from the start.
• Ensure Compliance with Industry Standards:
  Choose automation tools that align with the compliance requirements of your industry. For example, if you work in healthcare, ensure that your systems meet HIPAA standards. Regularly review and update these tools to maintain compliance as regulations evolve.
• Regular Security Audits and Updates:
  Conduct periodic security audits to identify vulnerabilities and ensure that your systems are up to date with the latest security protocols. Automation tools should be patched and updated regularly to stay protected against emerging threats.
• Role-Based Access Control (RBAC):
  Implement role-based access controls to limit system access to authorized personnel only. This ensures that only individuals with the necessary permissions can access sensitive data or make changes to automated processes.

Keep in mind that security, whether you’re implementing automation or not, should be a priority.

Challenge 6: High Initial Costs

A major barrier you may face when considering automation is the high upfront cost. This can be particularly daunting for small and medium-sized businesses that may not have large budgets.

The initial investment in automation tools, infrastructure, and employee training can seem overwhelming. Even though there are long-term gains, it can be difficult to justify the investment.

High initial costs can also delay decision-making and slow down adoption, even if automation could greatly improve efficiency and productivity.

How to overcome

Consider taking a strategic or piecemeal approach:

• Start Small with Low-Cost, High-Impact Processes:
  Begin by automating simple, repetitive tasks that require minimal investment but offer significant returns in terms of time and resource savings. For example, automating invoicing or customer support can quickly show value without a large upfront cost.
• Opt for Cloud-Based Automation Solutions:
  Cloud-based automation tools offer a more flexible and affordable entry point because they often have scalable pricing models based on usage. This allows you to pay only for the resources you use, making it easier to manage costs and scale up as needed without a large initial outlay.
• Focus on Long-Term ROI:
  While the initial costs may seem high, focus on the long-term return on investment (ROI). Automating key processes can lead to significant cost savings, improved productivity, and fewer errors. This will ultimately offset the upfront investment.

Challenge 7: Over-automation

When implementing automation, one of the risks you might encounter is over-automation. This occurs when you automate too many processes without considering the value of human intervention.

Yes, automation can enhance efficiency and reduce manual workload. Relying solely on automated systems can lead to reduced flexibility and creativity in your business operations.

In scenarios that require critical thinking, problem-solving, or a personal touch, automation might hinder rather than help.

Be aware of this. It’s essential to find the right balance.

How to overcome

Strike a balance between automation and manual oversight:

• Identify Key Processes for Automation:
  Analyze your workflows to determine which tasks are truly suited for automation. Focus on repetitive, time-consuming processes that can benefit from efficiency gains while ensuring that more complex tasks requiring human judgment remain manual.
• Leave Room for Human Oversight:
  Maintain a level of human oversight in your automated processes. Allow for checkpoints where employees can intervene when needed. This ensures decisions requiring creativity or critical thinking are still made by humans.
• Encourage a Culture of Adaptability:
  Develop a culture that values both automation and human insight. Encourage employees to provide feedback on automated processes and suggest areas where human involvement can enhance outcomes.
• Regularly Review Automated Processes:
  Continuously assess the performance of automated tasks and their impact on overall business operations. This will help you identify any areas where too much automation may be causing issues and allow you to make necessary adjustments.

Conclusion

Process automation provides many benefits. Many process automation challenges need to be tackled head-on.

This guide has walked through some of the major challenges and how they can be handled. You won’t experience all of them but keep in mind that for every challenge, there’s a solution.

If you’re looking to automate your document processes, be sure to check out DoxFlowy – our document automation platform. Let me know what you think in the comments and don’t forget to