5 tips to help your teams adopt automation

The subject ofautomation often inspires heated discussions. “Automation will lead to the disappearance of millions of jobs,” one can read in one of the newspapers. It is therefore not surprising that workers get stiff at the mere mention of the word. automation. Even something as trivial as CMMS, which cannot be reasonably seen what as a lever for well-being and productivity, elicits some epidermal reactions.

Reread the title of this article: “helping your teams foster automation”, and not to adapt to automation. Automation is not imposed on your teams. It is a development engine, a tool that can make their lives easier, improve their skills, open up new possibilities and give them more time to do other tasks.

Tip 1: Increase the benefits of automation

There are numerous indicators that allow you to highlight the benefits of automation. Yes, one CMMS application (computer-aided maintenance management) will bring you a significant return on investment, as well as an increase in your productivity. Yes, one CRM will help you improve your customer retention as well as the volume of your sales. One BPM tool (Business Process Management) will help you identify gaps in your processes and optimize your financial results. Of planning software such as BookedIn will allow you to reduce the risk of double bookings and to generate new customers. You consider all of this when making strategic decisions for your business; automation is a smart move.

What do your teams see?

Faced with a CMMS, they may have the impression that a machine is teaching them how to do their job. A CRM is nothing but a new one medium to listen to customer requests, even when they are not the most relevant. A BPM? Why would we want to change working methods that have been tried and tested over the past 15 years? Scheduling software? It's more like a substitute for administrative functions.

On the same subject: Will machine learning replace technicians?

That is why you should highlight the positive aspects of automation for your teams. CMMS solutions save you the time spent entering maintenance data and consulting historical data; a painstaking task that doesn't arouse much enthusiasm.

What's more, the savings thus achieved can be paid in the form of increases or bonuses. The use of a CRM is synonymous with a decrease in customer complaints, which take up everyone's time and energy. Scheduling software comes in supportive of the administrative department, thus giving him time to devote himself to more important tasks rather than getting lost in bureaucratic procedures. When it is not forced to double-check the schedules, the administration can finally get on with other subjects. Value the benefits for your teams, not just for your activities.

Tip 2: Offer adapted training courses

One of the main fears about automation is related to difficulty in getting used to new technologies. In this respect, it is essential that you test these new tools yourself before deploying them in the field. You can also choose to designate a few members of your team to test them with you and get their feedback.

Once you find a sufficiently intuitive solution that meets your needs, deploy it gradually. Allow plenty of time to train your teams and make sure everyone feels comfortable before deploying successfully. The more time you invest at the start of deployment, the less time you spend resolving misunderstandings once the new processes are in place.

Also to be read: CMMS: our guide to best adopt your new tool

There will be always snags, of any kind, when adopting new processes. Be patient and do not hesitate to suggest new courses, if necessary. It's worth the effort.

Tip 3: Automate the right processes

Not all processes need to be automated. When it comes to automation, it is advisable to Prioritize repetitive tasks first and the most prone to human error. After all, routine computing was (and still is) at the core of computing. Few professionals complain that spreadsheets have replaced handwritten accounting.

Over the years, the line between what should and should not be automated has gradually become blurred. Thanks to advances in AI, predictive analytics software has been developed. This is the case, for example, with CMMS capable of determining when a machine needs to be repaired, or what type of predictive maintenance would be the most beneficial in the long term. That said, there is always some intuition and subjective reasoning that cannot be automated. And for that, nothing beats a good pair of eyes.

Be careful when automating your customer processes. Internally, you have all the time you need to train your teams in automation before deploying the new processes. You won't have that luxury with your customers. You therefore need to know how to determine when to automate customer processes. They may be shy about new technologies and if automation is too complex or difficult, they may not be receptive.

Tip 4: offer new opportunities to your teams

The primary purpose of automation is to save your teams time and energy. What are they going to do with these additional resources? You have invested in finding them, hiring them, training them and making them indispensable elements of your organization. It is therefore important for them to know that automation does not mark the end of their employment but, on the contrary, that it opens up new paths of development for them.

Give them the opportunity for cross-training, twinning, or retraining. You can also give them time during which your employees are free to undertake their own projects, Like Google. Encourage exchanges between the various functions of the company in order to generate new dynamics. Spend more time on meetings, brainstorming sessions, and group discussions. In other words, allocate this time savings to strategic discussions; the same discussions that automation cannot replace.

Tip 5: Set an example

When you set up new processes, it is up to you to Show the example. Use new technologies, automate some of your processes and give honest feedback on your experience. By automating aspects of your work, you're showing the rest of the organization that automation is not a threat but a boon.

Think back to everything you've already automated: from emails sorted by folders to the efficiency gains generated by BPM software. Share these examples. Show how they made your work more interesting. Talk about how automation got rid of these small chores.

Finally, be listening to your teams. Organize one-on-one interviews and don't be afraid to apply an “open door” policy. If a company starts an automation project without answering the questions raised, its employees can become suspicious. When you open yourself up to automation and the concerns that come with it, you demonstrate empathy and courage; qualities of a great leader.