Finding Automation Opportunities

Introduction

In this article, you'll learn how to use our "People Dashboard" and "Automation Opportunities" tools to find out business processes you can automate with the ElectroNeek platform.

If you switch Example Data on in the top menu, you will see that your real data is replaced by the already prepared data, the purpose of which is to give a clear understanding of how your dashboards and tables would look if you used the platform for some time.

Enabling example data

Now that you have the demo data, all you need to know is how to use it for finding automatable processes that stand behind the data.

People Dashboard

Let's start with proceeding to the "People Dashboard" page. You can see a pie chart with your colleagues' most frequently used applications for a given amount of time.

The pie chart with applications

To the right, you can see the average statistics:

  1. Avg Desktime is the average amount of time per day tracked.

  2. Avg Non-Active Time is the average time when no actions were performed on the computer.

  3. Avg Start Time is the average time when the tracking is started.

  4. Avg End Time is the average time when the tracking is stopped.

  5. Amount of automatable time per day.

Below there is a table with detailed information about each of the applications used. This table also shows the Automation Potential score. It means, for example, 70% of actions performed in Excel are potentially automatable.

Finding Automation Opportunities

This section will explain how you can use the information to find automation opportunities.

Let's get more specific and look at a particular employee. You can do it by clicking "All" -> "John Cooper".

Selecting a particular employee

The chart has changed. It now reflects he shared the same amount of time to Excel and other apps as well as to the four websites.

John Cooper's chart and the "Get Recommendations on Automation Opportunities" button

You can also note that the person's time spent on Excel and the site is enormous, having to spend a quarter of the typical working day on Excel only! Your conclusion here would be that these applications could be a potentially perfect case for automation.

In the report below you can see that all John's activities were related to copy and paste data. After some research, you can also find out that the websites used are online retailers. As the number of occurrences in the Excel row is incredibly high, many actions in Excel are likely automatable. It is reasonable that John just copies data from the websites and pastes it to an Excel document and probably modifies the data there.

That’s the point we should explore in detail. Click on the selected row in the table (for instance, on the Excel row) and look at the suggested next steps.

Automation recommendation steps

First, you should contact John and ask him about this business process. You already know he typically copies and pastes data so you can be more specific in questions and ask him which information exactly he used to transfer.

After receiving the information from John, we realized that he is an Online Store Manager and his process is calculating the goods’ prices (about 70 items) in an Excel table, specifically the median price, the minimum, and maximum prices etc. Collecting the prices from the websites is also a routine operation. So the information we received indicates that this is a perfect process for automation.

Finally, once we decided to automate this process, we can set this assignment to one of our developers and he will use the ElectroNeek Studio and Robot tools to complete it.

Other examples

The same logic applies to the other members of the demo Organization.

Let's return to "People Dashboard" and select Ryan Smith. Almost all of his time was spent on SalesForce and Linkedin. If we look at the report below, we'll see 221 occurrences of both SalesForce and Linkedin. When you contact him, he tells you that his job as Sales Development Representative is reacting to first proposals in direct messages on Linkedin and creating the corresponding new leads on SalesForce. This is perfectly automatable by ElectroNeek, so you identified the pattern, found out the details, and now you can assign the automation of this process to one of your developers.

The next example is Melinda Wilkinson. On the "People Dashboard" page, you can see that the most used applications are SalesForce, Outlook, and invoice generator website. In the report you'll see she performs many actions on the invoice generator website and the CRM system. If you open the invoice generator website, you'll quickly understand it's just a form to create an invoice. It means that Melinda's actions are filling the form here. At the same time, on the Salesforce website, she copies and pastes data. Now you can ask specific questions to Melinda and figure out the final process. When you contact her, she says she's a Sales Intern who reads deals data and uses the data to create invoices and send them through Outlook afterward. Good! Now it can be automated.

Next is Jason Williams. The chart gives you a good understanding of typically used applications by the person. The report page shows Jason fills forms on all of the websites and apps. If you know what these apps do, it will hint you that Jason probably creates accounts somehow, perhaps for new users. After contacting him, it is confirmed. Great, ElectroNeek covers it as well, time to automate!

Finally, Rolanda Atkins. The chart shows that she spends 3 hours on Photos and Excel. However, she remains inactive for a lot of time as well. Also, an hour spent in the standard Windows Explorer. On top of that, there are a few websites she regularly visits. What does it mean? Let’s see the report page. And here’s a surprise - we can only see information about Windows Explorer. Our system indicates that it is some repetitive flow going on in the explorer. Maybe she’s somehow processing these photos? We need to contact her! It turns out that she’s a Procurement Specialist and what she does is checking if the scans, which she opens in the Photos app, match the information stored in an Excel file. The time she spent on the website is not a lot, and she did just to get distracted from the routine operations, such as looking through the Excel file to find the information and check if it's the same in the scans. Your conclusion here should be that this process is potentially automatable because the logic she applies is pretty straightforward.

Conclusion

With these examples, you can see how you can manipulate the information displayed in the charts and tables. By understanding the amount of time spent on this or another application or website, you can realize how often these applications are used. The "Type" and "Occurrences" columns on the "Automation Opportunities" page give you a good hint on what the user did in this application. This helps you ask specific questions when speaking to the person and figure out if it's beneficial to automate the process and how exactly it should be done to help achieve their business goals.