Boost your office speed many folds


Office Automation System

Managing a large team can be a challenge and a significant financial burden. This is especially true for companies that need to put more of their resources towards research and development rather than maintaining a large team. This is why many businesses are now automating their operating process to save time and resources, as well as minimizing the risk of man-made errors. Office automation refers to the technologies used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks. Raw data storage, electronic transfer, and the management of electronic business information, can all be processed using our software.

  • Best way to boost performance
  • Manage your office document with high efficiency.
  • Make you office paper less with online backup

Office Automation systems helps optimize and automate existing office procedures. They help reduce the time spent on mundane clerical tasks, managing data and generating reports. It enables you to focus your time and resources on more important matters that require more analytical thinking. It also lowers production and labor costs. Office automation systems review your company’s operating procedures, identifying and prioritizing key tasks in order to make better business decisions.

Our Process

Our comprehensive Software development process ensures increase it resembles you current workflow so that your team wont have to adapt to the new system.

Identify opportunities to automate

To what extent does the process lend itself to automation? By their very nature, some processes are more adaptable and open to automation than others. In the example of a major global bank, automation of a wide range of processes, including Fraudulent Account Closure, Loan Application Opening and Right Of Set Off, reduced labor by more than 120 FTEs.

Validate the opportunity.
Check how adaptable the process is to being automated. If we look at most processes, we notice that they typically comprise both transaction and decisioning parts. Automation can be designed to achieve some quick wins on the transactional part which is the more time-consuming repetitive task. In one of the process that we automated, we noticed that over 90% of the effort is on the transactions that have all been completely automated, leaving the agents to only build the product in the system.

seo process

Select a Design Model

Select the best model for your requirement. You may need to redesign the process to maximize the scope for automation. In some cases this yields additional benefits. Design the automation plan that suits the business structure. Customize the automation model to suit the process needs.
As one example of customizing a model, in one of the processes HGS recently automated for product build, we split the process into three distinct subprocesses: capturing the input, building the right codes, and then updating the systems. While building the right codes is where we need the product build experts, a lot of time was also spent on capturing the input and on updating the systems. In this case, we redesigned the process using automation to capture the inputs. Then our experts built codes, and automation was used to update the systems. This result was more than a 75% increase in efficiency for this particular process.

design process

Develop the automation plan.

It is important to deep dive into the process and identify all exception scenarios. In some processes, it is best to automate the time consuming part of the process and then build additional incremental automation. Develop the automation implementation process in phases, keeping in mind all level 3 exception scenarios. Often, it may not be prudent to automate all scenarios, and it is best to try and automate over 75% of the scenarios and let the experts handle the exceptions. Observe how your plan works and performs in each phase and then start on the next phase.

Deploy the pilot phase.
When you develop an automation plan and are ready to implement it, run a pilot project first. This allows you to observe the effectiveness and overall performance of your automation plan with an actual process in real-time. Take the results of the pilot project and make improvements accordingly. Look at the results of the pilot and then include those scenarios that need to be automated and those that can remain an exception. It is good to involve the right stakeholders to understand the long-term plan and then plan the next steps. That has been a key takeaway: collaboration and involvement of client and relevant stakeholders. Sometimes there is a difference in testing and live environment, and there could be training for roll out.

seo process

Roll out

Besides development of automation, a plan needs to be built for training and handling contingency depending on the criticality of the process. It is good to ensure that while people are trained on the revised process there is also documents on the process before automation to handle any contingency due to change in applications, systems. Ask yourself: What is the level to which we can drive change in my process/ organization? Ascertain the number of people you need to retain in the process following automation implementation. Can current volumes be addressed with reduced staff numbers?

seo process

Maintain your automation activity

This is often an overlooked area. Automation is not always a one-time activity. There will be changes in the process and systems and there should be a good change management process to handle any changes. Estimate the impact of change in systems or process and have a plan ready for this. At this last phase, prepare change management plan. It is critical to get all stakeholder buy in. In some systems, even a field included in a drop down may have an impact on the output, so there should be a plan to manage these.

seo process

Case Studies


seo-case-studies

Client Name

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  • Developed brand positioning and WordPress website.
  • Planned sitemap and user flows for 2 distinct target audiences.
  • Created strategy and designs for desktop and mobile platforms.
VIEW DETAILS
seo-case-studies

Client Name

Lorem ipsum dolor sit amet, consectetuer adipiscing elit, sed diam nonummy nibh euismod tincidunt ut laoreet dolore magna aliquam erat volutpat.

  • Developed brand positioning and WordPress website.
  • Planned sitemap and user flows for 2 distinct target audiences.
  • Created strategy and designs for desktop and mobile platforms.
VIEW DETAILS