When it comes to automating business processes, there are two main technologies that are often used: robotic process automation (RPA) and business process management (BPM). While both technologies can be used to streamline operations and improve efficiency, there are some key differences between them that can impact which one is the best fit for a given business process. In this blog post, we'll explore when to use RPA vs. BPM, and provide a guide for business leaders looking to implement process automation in their organizations.

Understanding RPA and BPM

Before diving into the differences between RPA and BPM, it's important to have a basic understanding of what each technology is and how it works.

RPA involves using software robots to perform repetitive, rules-based tasks that would otherwise be done by human workers. RPA robots can interact with a variety of systems and applications, including desktop software, web applications, and even virtual machines. The goal of RPA is to automate routine tasks and free up human workers to focus on higher-level work that requires critical thinking and decision-making skills.

BPM, on the other hand, is a broader approach to managing and optimizing business processes. BPM software typically includes tools for modeling, analyzing, and optimizing workflows, as well as for monitoring and reporting on process performance. BPM can involve automation, but it's often used to improve processes that involve human decision-making and collaboration, rather than just repetitive tasks.

When to Use RPA

RPA is best suited for processes that are repetitive, rules-based, and require minimal human decision-making. Some common use cases for RPA include:

Data entry and processing: RPA can be used to automatically input data from one system into another, such as copying data from an email into a CRM system.

Customer service: RPA can be used to automate responses to common customer inquiries, such as resetting a password or checking the status of an order.

Finance and accounting: RPA can be used to automate tasks like invoice processing and reconciling accounts.

HR: RPA can be used to automate tasks like onboarding new employees and updating employee records.

When to Use BPM

BPM is best suited for processes that involve human decision-making and collaboration, as well as for processes that are more complex and require multiple steps. Some common use cases for BPM include:

Workflow management: BPM can be used to model and optimize complex workflows that involve multiple steps and decision points.

Customer experience: BPM can be used to design and optimize customer journeys, ensuring that customers have a seamless and consistent experience across touchpoints.

Compliance and risk management: BPM can be used to ensure that processes comply with regulations and mitigate risks.

Process improvement: BPM can be used to analyze and optimize existing processes, identifying bottlenecks and inefficiencies and suggesting improvements.

Choosing the Right Technology for Your Business

Ultimately, the choice between RPA and BPM will depend on the specific needs of your business process. If you're looking to automate a repetitive, rules-based task that requires minimal human decision-making, RPA is likely the better choice. On the other hand, if you're looking to optimize a complex workflow that involves multiple steps and human collaboration, BPM is likely the better choice.

Of course, in some cases, it may be possible to use both RPA and BPM together, leveraging the strengths of each technology to achieve optimal results. For example, RPA robots can be used to automate certain steps within a larger BPM process, freeing up human workers to focus on more complex decision-making.

Conclusion

In conclusion, RPA and BPM are two powerful technologies that can help businesses streamline processes, improve efficiency, and achieve better results. Understanding the differences between the two technologies is key to choosing the right one for your business process.