Step 1. Preparatory stage: business process analysis
The first step is an in—depth analysis of the current processes in the company. It is necessary to understand which tasks require automation and which problems need to be solved. For example, it can be a long preparation of documents, lengthy approval, or frequent errors in templates.
What needs to be done:
Identify problem areas. Which processes take the most time? Where do errors occur most often?
Determine which processes you want to automate. This may include the preparation of contracts, acts, reports, and other standard documents.
To clarify which systems the company already uses. For example, CRM, reference books, EDMS (electronic document management systems).
Identify the internal customer. Who will be responsible for the implementation and use of the system?
At this stage, it is also important to analyze the current documentation: what types of documents the company works with, what templates are used and how they are structured. This will help you create a list of requirements for future service.
Step 2. Requirements formation
Based on the analysis of business processes, it is necessary to draw up a technical specification (TOR) for the contractor. This is the basis for choosing the appropriate solution.
What to include in the TOR:
Functional requirements. What exactly should the service be able to do? For example, creating templates, integrating with CRM, and automatically filling out documents.
Technical requirements. What kind of integrations are needed? How should the system integrate into the current workflow?
Priorities. What is needed right now, and what may be needed in the future when scaling?
It is also important to determine who will be involved in template automation and who will be the end user of the system. This will help to take into account their needs and "pains".
Step 3. Market Research
Now that you have a clear technical specification, you can start looking for suitable solutions on the market.
How to proceed:
Create a long-list. Put together a list of all available solutions that at least partially meet your requirements.
Do a cursory study. At this stage, some of the solutions will be eliminated, as it will become clear that they are not suitable.
Organize demonstrations. Meetings with representatives of provider companies will help you better understand how their solution meets your needs.
Pay attention to how providers immerse themselves in your tasks. The relevance of the proposals and the willingness to adapt to your needs are key factors for successful cooperation.
Step 4. Decision Analysis
After the demonstrations, you will have several finalists left. Now we need to study their proposals in detail.
What to pay attention to:
Functional features. How fully does the solution cover your requirements?
The technological stack. What technologies are used? How modern and reliable are they?
Scalability. Will the contractor be able to scale the solution to other processes or departments in six months or a year?
The contractor's team. The experience and qualifications of the team that will work on your project.
Step 5. Piloting
Before making a final decision, launch a pilot project. This will allow you to evaluate how effectively the solution copes with the tasks set.
How to organize a pilot:
Identify the key metrics. For example, how much the document preparation time or the number of errors will be reduced.
Discuss the pilot's scope. How many processes will be automated? How many employees will participate in the testing?
Agree on a schedule. A pilot project usually takes from 1 to 3 months.
After completing the pilot, analyze the results. How much does the solution meet your expectations? What improvements can be made?
Step 6. Selecting a contractor and preparing for implementation
Based on the results of the pilot and the analysis of the proposals, select a contractor and proceed with the implementation.
What needs to be done:
Approve the terms of reference. Specify the technical specifications based on the experience gained during the pilot.
Agree on the implementation schedule. Define deadlines and milestones.
Form an implementation team. It should include representatives of both your company and the contractor.
Discuss the terms of the agreement. Please specify what is included in the price, who performs what work.
Choosing a document preparation automation service is a multi—step process that requires a careful approach and careful analysis.
Following these 6 steps, you will be able to find a solution that not only optimizes your business processes, but will also scale easily in the future. Remember that successful automation is not only about technology, but also about proper interaction with the contractor and the implementation team.
If you are ready to start the path to automation, leave a request for a demonstration of solutions and receive personal advice from experts.