How Can Business Process Automation Enhance Scalability

Business process automation (BPA) involves using technology as a way to streamline a company’s recurring tasks and workflows. It is usually implemented in circumstances where it can reduce human error, boost overall efficiency of operations, and—ultimately—support the company’s ongoing growth.

We’ve created this article to help answer the question, “How can business process automation enhance scalability?”, examining the tasks that are typically suited to automation and potential limitations companies should bear in mind.

Understanding Business Process Automation

Business process automation is about strategically leveraging a range of digital tools for handling typically manual business tasks. This shouldn’t be confused with other forms of automation, such as general automation or robotic process automation (RPA), which are focused on any machine-led task and mimicking human actions, respectively. BPA is distinct in that it targets operational tasks like approvals and data handling across the organization.

This makes BPA a valuable tool in developing operational infrastructure, particularly for enterprises that are undergoing significant expansion or transformation. It functions as a foundation to build more streamlined operations, helping eliminate bottlenecks by focusing on a range of key processes that are prone to errors or inefficiencies. In general, the tasks most suitable are those that are repetitive, rules-based, and time-sensitive in nature.

What Is Scalability in a Business Context?

Scalability describes how able a company is to expand its operations, customer base, or product range without elements of its structure or available resources being significant hurdles to progress. When companies are considered to be scalable, this tends to mean it is ready to grow extensively without there also being a corresponding excessive jump in operational costs or complexity.

Efficiency is an essential supporting element of this type of organizational growth. When a company streamlines its processes effectively, it is usually better positioned to handle greater service volumes and operational complexity. This applies to both internal and external scalability. For instance, internally, more efficient workflows can support growth of production capabilities. External scaling, on the other hand, could focus on improving customer support responsiveness as demand grows.

Key Ways BPA Supports Scalability

Some of the many ways BPA supports scalability are:

• Reducing workload – Automation reduces unnecessary manual work and administrative burdens that can grow as a business expands. This allows teams to focus energy on strategic initiatives. 
• Accelerating execution – BPA tends to speed up completion of repetitive tasks, alongside enabling faster data-informed decision-making.
• Increasing consistency – Automating business processes tends to facilitate greater consistency across departments, which results in more reliable quality and productivity outcomes as the company scales employees or locations.
• Mitigating staff dependency – In certain areas, BPA helps reduce reliance on immediate employee scaling as demand increases. This is because systems are able to absorb the increased administrative pressure to a greater degree.
• Supporting disparate teams – When teams are working remotely or are geographically distributed, BPA systems can help maintain goal alignment and strategic coordination.

Examples of Processes Commonly Automated for Scalability

One of the first places companies start with BPA is financial tasks. Automating elements such as invoicing and payment tracking reduces administrative burden and improves the visibility of cash flow. Customer onboarding and support ticketing are also common focuses, as BPA in these areas can reduce wait times and boost customer experience throughout scaling.

Additionally, BPA is often used in human resources (HR) as companies grow. Systems can handle repetitive elements such as employee onboarding and training scheduling, freeing up HR workload while ensuring the rising number of new workers are supported.

BPA also helps to maintain accuracy in supply chains through inventory tracking and order processing systems, reducing errors and boosting visibility as demand increases. This is particularly important in just-in-time inventory management. Automation is also key for monitoring compliance adherence and preparing accurate documentation for audits, particularly in global expansion. This extends to day-to-day data entry, report generation, and internal notifications, too, eliminating delays and errors while ensuring ongoing data accessibility.

Technology Tools that Enable BPA

Typical software categories used in BPA include:

• Workflow automation platforms – These allow businesses to design and manage automated task sequences across departments.
• ERP systems – Enterprise resource planning (ERP) software automatically integrates disparate functions—like those in finance and HR—into a unified platform.
• CRM automation – Customer Relationship Management (CRM) automation streamlines repetitive customer-related tasks, such as data entry, lead assignment, and email marketing.
• Task scheduling tools – Automated task scheduling supports efficient daily operations by ensuring tasks are assigned and tracked effectively.

Alongside these tools, Application Programming Interfaces (APIs) help ensure software compatibility across departments, locations, and supply chains. Cloud platforms also offer scalable automated software solutions that staff can access from anywhere. When software deployment is large-scale, low-code and no-code tools enable effective customization of automation without the necessity for in-depth technical expertise.

Benefits of Business Process Automation at Scale

Business advisors often recommend BPA at scale due to a range of benefits. Firstly, companies can expand operational capacity while carefully controlling costs by minimizing administrative resource needs. Additionally, BPA allows companies to adapt faster to market changes or increased demand than would be possible with manual workflows.

Another key benefit is that BPA facilitates more efficient use of existing resources, while employees are able to focus on high-impact areas of work rather than unnecessarily repetitive tasks. Importantly, automated access to real-time data analytics gives leaders insights to make more strategic and timely decisions.

Implementation Challenges and Considerations

There are various common barriers to BPA efficacy. Firstly, some companies find that legacy systems and workflows are so outdated that they’re incompatible with BPA tools. This makes integration more complex. Indeed, poor documentation of existing processes can also make designing relevant automation difficult. 

Furthermore, there’s the potential for employee resistance or lack of stakeholder buy-in, making effective change management that aligns teams with objectives essential. Also, while systems are automated, they still need ongoing oversight and updates to remain impactful, often requiring additional staff training and hiring.

In general, though, success can depend on establishing clear key performance indicators (KPIs), communicating these, and setting evaluation criteria—often using a digital maturity model— to monitor and adjust to challenges accordingly.

When and Where to Start with Automation for Scalability

Businesses intending to adopt BPA for scalability should start with platforms that handle repetitive and high-volume tasks, as these are often the unnecessarily time-intensive tasks that inhibit growth. From here, departmental evaluations in key areas like HR, sales, and operations can highlight specific automation needs. Wherever possible, a phased rollout of BPA systems with periodic reviews is sensible, as it allows companies to learn about the tools and refine their approach before scaling up. Above all else, leaders need to take ownership of these processes, demonstrating accountability and encouraging staff engagement with BPA initiatives.

FAQs

How can business process automation enhance scalability in small businesses?

BPA reduces workload and supports growth by automating repetitive tasks, allowing teams to focus on expansion.

Does BPA replace employees?

No, it complements their work by handling routine tasks so employees can focus on more complex responsibilities.

Is automation necessary for every scalable business?

No, but it can reduce cost and complexity as a company grows.

Can BPA be applied globally across distributed teams?

Yes, many platforms support multi-location operations with centralized oversight.

What is the first step in implementing BPA for scalability?

Identifying repetitive processes that hinder growth and selecting suitable tools for automation.

References

Casey, K. (2020, July 30). How to explain Robotic Process Automation (RPA) in plain English. The Enterprisers Project. https://enterprisersproject.com/article/2019/5/rpa-robotic-process-automation-how-explain 

Hayes, A. (2024, July 23). Scalability: What a Scalable Company Is and Examples. Investopedia. https://www.investopedia.com/terms/s/scalability.asp 

IBM. (2024, April 9). What is an API (application programming interface)? IBM. https://www.ibm.com/think/topics/api