Business process automation is the use of technology to carry out recurring tasks or processes in a business where manual effort can be replaced. It helps ensure tasks are completed quickly,
consistently, and accurately, without human error getting in the way. BPA is often used alongside Business Process Management (BPM) and sometimes confused with Robotic Process Automation (RPA), but it’s broader in scope and designed to improve whole workflows rather than just individual tasks.
There are several key benefits of BPA:
- Improved Efficiency – Automating manual processes frees up your team’s time to focus on higher-value work.
- Cost Savings – Less time spent on admin means lower operating costs.
- Increased Accuracy – Reduce the risk of errors with clearly defined and automated workflows.
- Better Compliance – Maintain a clear audit trail and reduce the chance of non-compliance.
- Faster Turnaround – Respond to customer needs more quickly and deliver a better experience.
How To Create an Effective Business Process Automation Strategy
A successful BPA strategy isn’t just about choosing the right software, it’s about identifying where automation will make a real impact and setting it up to work for your team, not against it. Here’s how to get it right:
- Identify Repetitive Tasks: Start by spotting the processes that regularly slow your team down, things like approvals, data entry, document sharing, or task handoffs. These are often ripe for automation. With SharePortals, you can turn these into automated workflows using simple, no-code templates.
- Set Clear Goals: Decide what success looks like. Do you want to cut approval times in half? Reduce errors in onboarding? Knowing your goal helps you measure ROI and get buy-in from stakeholders. SharePortals lets you track activity and output inside your existing Microsoft 365 tools, so you can actually see the improvement.
- Map the Existing Process: Before you automate anything, document how the process works today, including who’s involved, where delays happen, and what systems are used. SharePortals supports this stage by helping you centralise task management and document flow in one place, so you don’t miss key touchpoints.
- Choose the Right Tool: Many BPA tools require teams to learn new systems or bolt on extra software. SharePortals is different; it integrates directly into Outlook, SharePoint, Teams, and Planner. That means your team can work the same way they always have, just faster, and with less admin.
- Test, Optimise, and Scale: Don’t try to automate everything at once. Start with one process, roll it out to a small team, and gather feedback. Then optimise and scale. With SharePortals, you can build, test, and adjust workflows quickly using Power Automate, without needing a developer.
Challenges and Considerations in Implementing BPA
Even with the best tools, business process automation isn’t always smooth sailing. Understanding common roadblocks and how to navigate them to having a successful rollout.
- Change Resistance from Staff: Teams often worry that automation will complicate their workflow or make their role redundant. The key is to show how it removes repetitive admin, not replaces people. Because SharePortals works within Microsoft 365 tools your team already uses, there’s less disruption and more adoption from day one.
- Over-Automating What Needs Human Input: Not everything should be automated. Some tasks rely on judgment, nuance, or personal connection, especially in client-facing roles. SharePortals helps you build flexible workflows where automation handles the routine, but people stay in control when it matters.
- Lack of Oversight and Alignment: If automation runs in the background without visibility, it can lead to errors or misalignment with business goals. SharePortals addresses this with built-in audit trails, dashboard visibility, and custom alerts, so you always know what’s happening and who’s accountable.
Common Business Processes Suitable for Automation
Business process automation delivers the most impact in areas where tasks are repetitive, time-consuming, and prone to delays or errors. These processes often involve multiple steps, people, or approvals, making them ideal candidates for streamlining through automation.
Here are some common examples:
- Employee Onboarding and HR Approvals: Automating onboarding tasks like collecting documentation, assigning training, and sending reminders ensures a smoother and more consistent experience for new hires.
- Invoice and Expense Processing: Automating invoice routing, approval chains, and record-keeping helps reduce manual data entry, avoid delays, and maintain compliance.
- Customer Support Ticketing: Structured intake forms and logic-based routing can assign support tickets to the right person or team automatically, improving response times and visibility.
- Project and Task Tracking: Automation can help assign tasks, track deadlines, and send reminders across departments, keeping projects on track without manual coordination.
- Document Approvals and Contract Management: Routing documents for review, tracking versions, and automating follow-ups helps reduce bottlenecks in review and approval cycles.
How SharePortals Facilitates Business Process Automation
At SharePortals, we don’t believe in siloed systems or steep learning curves. Our platform is built to automate and optimise your day-to-day operations, right inside Microsoft 365.
With SharePortals, you can:
- Automate approvals, document flows, and task handoffs using no-code workflows.
- Create custom processes in minutes using Microsoft Power Automate.
- Work directly inside Outlook, SharePoint, Teams, and Planner, no need for new tools or user training.
- Track tasks, progress, and compliance all in one place, with full visibility across departments.
If you want to move faster, cut admin, and scale with less stress, all while staying inside the tools your team already uses, SharePortals is designed for you.
Final Thoughts
Business process automation isn’t about replacing people, it’s about empowering them. By automating repetitive tasks, businesses can unlock more time for creative thinking, customer engagement, and strategic growth.
With SharePortals, automation doesn’t feel like a big shift. It fits into the tools you already use, so you can start improving processes without overhauling how your team works. It’s about making things easier, and getting more done with less effort.