Creating an RPA Business Case | HelpSystems

Creating an RPA Business Case

Develop your RPA business case with tips on getting stakeholder buy-in, overcoming objections, and learning how to calculate the ROI of RPA.

Creating an RPA Business Case

Like most companies today, your organization is likely facing increasing demands to do more with less. Responding to the pressures of the business, you have identified RPA as a potential solution for handing off repetitive, manual, and time-consuming tasks. What you need now is a way to prove that RPA software will provide value to your organization. Simply, you need to get leadership buy-in and show the ROI that would result from investing in an RPA solution. So where do you start making an RPA business case? 

Getting RPA Buy-In

Before you present your RPA business case, invest the time to walk through these 6 steps to ensure you’re armed with the market research, use cases and business metrics that will support your case and guide you along your implementation roadmap.

Start By Understanding What RPA ROI Means

Identifying what a return on investment looks like for RPA software is critical to creating an effective roadmap for leadership buy-in, organizational adoption, implementation, and support. That’s why you need to first learn what it takes to create the right metrics for your organization and discover how ROI metrics play a role at every stage of your process. Find out how to create the right metrics for your organization from the Understanding RPA ROI Guide. This step-by-step guide will help you work through financial justifications for RPA, including implementation and recurring costs, and enable you to develop an ROI-centric automation roadmap.

Identify Specific Processes You Want to Automate

When you plan your RPA journey, you want to look for the highest-volume processes that would have the biggest impact on your bottom line. Also consider other benefits RPA can bring like increasing employee satisfaction, efficiency gains, generating revenue, enhanced data quality, and even streamlining compliance. These processes are not all limited to one department, so make sure you investigate automation opportunities spanning your entire enterprise. Sometimes it’s best to start small and determine the best place for automating processes in your organization, then scale later. 

Consider processes like report generation and distributionemployee onboardingmortgage processing, or other essential use cases. Ultimately, your organization’s RPA journey is up to you. But knowing and understanding the transformative role that automation has played and will continue to play in the future—and finding a robust RPA solution that grows with you—is vital for how you plan to move forward.

Determine Your RPA Budget

As you consider RPA solutions for your organization, it’s important to make sure you have a budget in mind so you can identify the RPA technology that will give you the biggest bang for your buck. It will also enable you to realize value faster and guarantee a successful implementation. Begin by asking yourself these four key questions as you determine your budget and decide which solution will provide the most value.

Do Your Homework When Analyzing RPA Solutions

The next step for gaining buy-in is to analyze RPA solutions in the market. It’s important to have all the facts and fully research the solutions that will best fit your budget and your needs. Ensure you have taken time to gather reliable information that will empower you to make a decision to pursue digital transformation through RPA in your business. Check out the RPA Buyer’s Guide that provides a summary of RPA trends, benefits, and automation options, poses critical questions that you should ask as you research your options, and shows you how to get the most out of an RPA software trial.

Build Your Automation Strategy

The key to gaining a competitive edge through automation is finding software that meets your unique current needs and scales to your future vision with minimal additional cost beyond your initial investment. Once you’ve shortlisted RPA solutions, then learn how to build an automation strategy for your organization that delivers real RPA ROI. Take advantage of our exclusive Robotic Process Automation Toolkit that offers actionable insights, tools, and resources—right at your fingertips—to optimize RPA in your organization, including a weighted matrix to prioritize automation opportunities, a best practices guide to pinpoint which automation method to use, and an ROI calculator to identify and calculate your RPA ROI.

Pilot a Use Case, Then Measure Results

Trying an RPA solution before you go all-in not only lets you test out RPA, but also helps you find the right solution for your unique organizational needs and get comfortable with the software. Look for vendors that can offer end-to-end process support, while also having the capabilities to become fully operational quickly. Also, identify which factors to plan for when evaluating the ROI of RPA software in our Maximizing RPA ROI Guide

Because you have defined ROI metrics that determine success, you should also be able to easily measure the results of your pilot use case. Examine how the automated process went, document what went well, and what you think could have been improved. Then compare the costs of implementation, deployment, and maintenance against how much time is saved, how much accuracy improved, and how little human intervention is required. Show the effects of the status quo versus the potential RPA solution to reveal the results of your analysis. Doing this will enable you to determine if you want to move forward to gain approval for investing fully in the RPA solution.

Overcoming Common Objections to RPA

Here are a few of the common misgivings about implementing robotic process automation and ways to influence the conversation when making your RPA business case.

Objection #1: Stakeholders think current processes are working fine and don’t see a need for automation.

RPA is intended to improve processes, so while there may be a process in place now, it can undoubtedly be more efficient and less error-prone with automation. Mission critical tasks can continue to be run when employees take time off—or even leave the company. Reducing the number of human touchpoints of a process not only saves time but also allows employees to focus on more strategic tasks.

For example, any process that involves data entry is compelling as there are so many opportunities for error. When manual data entry is out of the picture, not only are employees less held back by tedious work, but processes run smoother and with greater accuracy, saving the company not just time, but money from reducing costly errors.

Objection #2: Employees are worried that the bots are coming to take their jobs.

RPA bots are intended to work alongside human employees as part of a digital workforce. Talk about RPA in your department as a helping hand to take the time-consuming, repetitive tasks and empower you to do your job better. All while freeing up your workload so you can focus on more strategic, creative or meaningful tasks.

Objection #3: Leadership feels the cost of an RPA solution is too high.

Just let the numbers do the talking. Desktop automation is a great place to start to see quick wins and ROI by improving personal productivity for individual users. RPA can act as a digital coworker, completing the manual, mundane tasks holding back your human workforce—all at a fraction of the price of hiring a full-time employee to help.

How to Calculate the ROI of RPA

In this video, we’ll walk you through how to calculate RPA ROI for your project. To show you how we can do this, we're going to take a real customer example and walk you through the analysis. 

There are just a few steps to follow, as explained in the video: 

  1. Establish a baseline expectation, we suggest aiming for a five-for-one return on your investment.  

  1. Identify a few tasks that fit our RPA criteria.  

  1. Open the calculator and begin to put that data in. 

  1. Run and analyze the data. 


Get our RPA Toolkit to download and calculate your RPA ROI

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