7 Easy Steps to Introduce RPA to Employees

We all know that ‘change is the only constant’ that is required to charter on the glorious path of progress. But when it comes to its application, most fear and subsequently resist. Change is not a popular concept at the workplace either. No matter how far-reaching the benefits of that change would be. And when that change is related to robotic process automation (RPA) then it becomes even more challenging to persuade the most essential stakeholder(s) involved i.e. ‘The Employees’.

For ages, the words ‘Automation’ and ‘Robotic Process Automation (RPA)’ have been unfairly promoted in a negative connotation to a large extent. Employees feel anxious about this fascinating technology and often resist its implementation. But contrary to fears, RPA actually makes employees’ jobs easier and boosts their satisfaction level.

According to a Forbes survey, 92% of senior executives reported an increase in employee satisfaction post-RPA implementation.

Still, people are anxious. What is the solution then?

Well, the answer is ‘Strong Employee Advocacy Program’. It is the best way to create awareness about automation and clear the path for its successful implementation. There are many steps involved in the Employee Advocacy Program. What are those and how should you tackle each stage with ease? Let’s explore.

Robotic process automation is a new technology. More than its benefits, what is unfortunately spread out in the professional world, especially amongst the ground level workforce is ‘INSECURITY’. This is due to widespread misinformation about RPA services. It thus becomes imperative for the organization to clear apprehensions & misconceptions to first create trust amongst employees. One best way to do this is by educating them with proper material. Use case studies, short explainer videos, live automation demo, engaging PowerPoint presentations, etc., to help them understand the concept of automation better. Remember, not to bore them with heavily loaded technical communication and jargon(s). It won’t help serve the purpose.

After giving them a brief introduction about robotic process automation technology, it is now the time to demonstrate the real benefits of automation. This is the thing that excites most and catches the attention of each employee. After all, everyone wants to know what is in there for them.

• Explain to them smartly how by automating repetitive tasks they will be able to focus better on their core functionalities that require complex decision making.
• Successful RPA implementation makes them perform their tasks with great accuracy and precision while reducing project completion time.
• Robotic process automation services empower them to boost their productivity and eliminate the trouble of doing high voluminous mundane tasks.

As RPA improves productivity and customer satisfaction level to a great extent, it ultimately helps boost vertical growth for any organization. The continuous success of an organization paves way for job stability and also generates opportunities to grow better in the organization. Pass on these benefits to them. Remember, RPA is a technology to empower them, not to eliminate them.

One way communication does not give good results. But two-way communication helps build trust and makes the conversation more meaningful. One best way to win over the hearts of employees is to conduct Q/A sessions. Let them come up with any number of queries that they might have related to robotic process automation services. Give them their space and try to hold a few common discussion forums (online or in-person) where their doubts can be resolved. Invite industry experts or execute a webinar to serve this core purpose properly. Once you fix the concerns of employees in a smart & pragmatic way, RPA implementation becomes smoother.

Not always do the best ideas come from the top. Many times, ground warriors come with something exciting and innovative that can lead to far-reaching outcomes. As front-line workers deal with business processes at a granular level, they are well aware about the challenges and best suited to identify a possible workable solution. Conducting multiple brainstorming sessions can help or in case you want to go one step further – conduct an RPA hackathon to let people compete and let the best automation idea wins.

Involving them can prove beneficial for companies in many ways:

• Employees can understand the RPA services better
• Makes them feel privileged & valuable
• Enterprises may get various feasible automation ideas
• Makes them less resistant to RPA implementation

Business process management (BPM) tools bring diverse changes into the system. Especially in the working ecosystem. Many new roles are created and many old ones are re-fashioned to execute in a more dynamic way. Tasks that are rule-based like data entry can be automated using BPM tools and employees’ role shifts from execution to supervision for such menial tasks. This gives them enough time and energy to give their best in more rewarding work where complex cognitive and reasoning abilities are required. For example, creating a marketing strategy, product innovation, resolving a crisis, customer engagement, or participating in growing business strategically.

Hire a few RPA experts or ask your RPA solution provider to give automation training to employees. Upskilling employees and giving them hands-on experience on RPA tools make them better prepared to get in sync with the post-RPA world smoothly. Inculcate core technical skills related to monitoring, configuration, exception handling, and report generation. Teach them managerial skills as well to supervise and delegate tasks with ease. A combination of technical, managerial, and human-centric skills like problem-solving, critical thinking, communication, and analysis can make adaptability to automation much smoother without any hassles. It also benefits enterprises to achieve greater efficiency and productivity as quickly as possible.

Always start small as the enablement of RPA services brings enormous transformation. The best way is to first choose a process that is rule-based but causes too much delay in execution and creates chaos amongst workers. Prepare an RPA solution for that process, test it, rectify the shortcomings, and implement it on the working floor to let employees personally experience how RPA is easing their tasks. Take their feedback and try to resolve their genuine concerns. Once they get familiar with RPA solutions, now it’s the time to roll out big bank automation at large scale.

According to Deloitte, more than 70% of technology implementation projects fail due to poor change management. RPA is a powerful technology with far-reaching benefits. But its success is very much dependent upon how better you communicate, collaborate, and create confidence amongst your employees about this buzzing technology. Promote its benefits, listen to employees’ feedback, and go ahead only after winning the trust of the majority of stakeholders. A great and inclusive employees advocacy program can help you execute automation projects without fail.