Achieving Efficiency with Cloud-Based Business Process Automation

Will workflow automation continue to be relevant even after 2024? Current trends and data strongly suggest so!

The workflow automation market is projected to grow from US$ 15.8 billion as of 2023 to US$ 78.8 billion by 2031, exhibiting a CAGR of 23.4%. Recently, there has been a notable shift in how companies approach process automation, particularly moving toward cloud-based BPA solutions. As many organizations still grapple with outdated, inflexible legacy systems, the transition to the cloud offers a more agile, flexible, and efficient way to manage automated workflows, making it an increasingly popular choice. (Source)

This blog will explore cloud-based workflow automation, examining various deployment models and providing strategic insights to facilitate a smooth transition to more efficient, automated workflows.

Standard vs. Cloud-Based Business Process Automation

While both approaches automate business processes, there are some fundamental differences.

Standard process automation typically automates using software that is hosted on local servers and computing infrastructure. Consequently, it requires substantial upfront investment. Access is typically limited to the local network, restricting remote work options and scalability. Moreover, the responsibility of maintaining, upgrading, and ensuring software and data security also rests with the in-house team.

On the other hand, cloud-based business process automation leverages cloud technologies to offer more dynamic automation solutions. These solutions are deployed, managed, and hosted on the cloud and can be scaled through the internet, eliminating the reliance on local servers or physical infrastructure. This not only reduces initial costs but also enhances flexibility, as updates and changes can be made quickly and from anywhere.

What is Driving the Need for Cloud-Based Business Process Automation?

Cloud automation has become a more agile and future-proof alternative to standard process automation, making it ideal for businesses seeking flexible automation solutions. It has also allowed businesses to leverage cloud capabilities through multiple deployment models, such as business process automation-as-a-service (BPaaS), a rapidly expanding market projected to reach US$ 92.9 billion by 2028. (Source)

Key Factors Driving this Shift toward Cloud-Based Workflow Automation

1. Scalability and Flexibility: Cloud automation helps businesses adjust their operations to meet changing demands without making an upfront investment in modernizing their physical infrastructure. This adaptability to shifting workloads and market fluctuations makes them more responsive.
2. Rapid Deployment and Integration: As cloud-based automation solutions can be deployed from anywhere over the internet, they are a much faster alternative to traditional, on-premises solutions. Being hosted on the cloud, they also make it easier to integrate with existing business systems and applications, simplifying digital transformation.
3. Automatic Updates and Bug Fixes: Automatically applying bug fixes and software updates is another important motivator for shifting to cloud-based process automation. By centrally managing these updates, cloud service providers ensure that no user has to manually upgrade to get the newest features and security improvements. Even when specific bugs are found, fixes are applied throughout the entire cloud infrastructure.
4. Access to Advanced Cloud Technologies and Services: Leveraging business process automation as a service allows you to benefit from integrated modern technologies, such as AI, ML, etc. This enhances automation capabilities without requiring any deep technical expertise or resource onboarding.
5. Compliance and Security: The majority of cloud development service providers adhere to a number of international security standards and laws, including GDPR for data protection in the EU, ISO/IEC for information security management, and HIPAA for private health information in the US. This guarantees that companies utilizing these services automatically fulfill all applicable regulatory requirements.

Exploring Different Models for Cloud-Based Process Automation

There are several approaches to leveraging the cloud to automate business processes. Here’s a list of some widely used cloud automation approaches:

1. Hybrid Cloud Automation

As the name suggests, this approach combines both on-premises and cloud BPA solutions. While critical operations and data are kept on-premises to ensure continuous security and functionality, other processes are moved to the cloud to benefit from its flexible and scalable architecture.

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2. Business Process as a Service (BPaaS)

BPaaS is a relatively new cloud-based automation approach, where automated processes are delivered as a complete service. Owing to the nature of deployment and delivery, they are typically managed and hosted on the provider’s server/infrastructure. Companies can either integrate these standardized services across their operations or get them tailored for specific purposes.

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3. Multi-Cloud Automation

Multi-cloud automation involves using multiple cloud services from different providers to automate unique business processes. This enables organizations to maximize the benefits of each provider while avoiding extensive reliance on a single vendor.

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Choosing the Right Cloud-Based Workflow Automation Model

Each of the above models has its advantages, making them suitable for specific requirements.

Hybrid Cloud Automation

Go with a hybrid approach when you have strict security or compliance requirements, data privacy concerns, and critical operations. This approach will allow you to handle sensitive information and processes on-premises and migrate less crucial ones to the cloud.

Business Process as a Service

Opt for BPaaS if your company seeks to streamline operations without the overhead of managing complex IT infrastructure. This model suits organizations that want to deploy standardized processes quickly across multiple departments or locations.

Multi-Cloud Workflow Automation

Multi-cloud automation is suitable for businesses looking for high resilience, specific regional services, or specialized capabilities that no single cloud provider can offer.

How to Leverage Cloud-Based Business Process Automation?

Regardless of the deployment model, the steps below will help you get started with cloud-based workflow automation:

1. Model and Design Processes : Look for cloud-based platforms that offer visual modeling tools and functionalities to map out workflows. This will help you to visually represent and organize steps and decisions in each process. You must also simulate different scenarios within these tools to identify potential process bottlenecks and plan for necessary adjustments before implementing the solution.
2. Automate Workflows : Configure the process automation to handle tasks according to the processes you modeled. Set up rules and conditions that chronologically move tasks between steps and assign them to the appropriate individuals. However, make sure to include exception handling and task rerouting capabilities.
3. Integrate Collaboration Tools : For advanced functionality, integrate features and tools for shared workspaces, communication channels, and document sharing into your automated workflows. Use them to maintain a centralized repository of discussions and documents. You can also configure access controls, allowing only authorized members to work together in real time and on relevant tasks.
4. Utilize Analytics and Reporting: Simply automating your business processes is half the job done. You must monitor it continuously to ensure consistent performance. To do so, you can integrate data visualization and reporting tools that allow you to create custom dashboards displaying key metrics (process completion time, error rates, task throughput, etc) and real-time data.
5. Integrate with Existing Systems : Leverage APIs and other connectors to link your cloud-based process automation system with other existing business applications like ERP and CRM systems. This will ensure a seamless transfer of data without much manual intervention.
6. Optimize the User Interface and Experience: Design a user interface that is intuitive and easy to navigate for all users, regardless of their technical skill level. Include user-friendly tools like drag-and-drop editors and step-by-step guides. Moreover, you should implement feedback cycles to improve the overall experience.
7. Scale as Needed : Flexible and convenient scaling is one of the biggest advantages of cloud-based workflow automation. Increase resources during peak times to maintain performance and reduce them during lighter periods to optimize costs.

Strategizing for and implementing cloud BPA solutions can be a complex task, especially with other business responsibilities. To cut through the process, you can outsource business process automation services. These service providers have years of experience and established processes that can help you migrate to automated workflows easily and quickly.

What Lies Ahead?

As many organizations have yet to explore workflow automation for more critical business processes, it’s clear that the rise of cloud-based process automation is not just a trend but a strategic shift. For those who want greater agility and efficiency moving forward, it’s the right time to reevaluate their operations and legacy systems and consider how moving to the cloud can position them for long-term success.

Author Bio: Nathan Smith has over a decade of experience in the IT industry. He shares his knowledge and insights through his writing, covering the latest trends, technologies, and best practices in web development, application development, DevOps, AI/ML development, cloud technologies, data engineering and related fields. His articles cater to technology stakeholders, developers, designers, and tech enthusiasts alike.