Back-office automation

RPA delivers back-office automation

Our client needed technology to support Innovation to deliver hyper growth  Hyper-growth (above 40 per cent a year) is an incredible achievement in any single year. However, to deliver consistently over a six-year period is remarkable. That ability to keep achieving is what drove our client, a global recruitment company, to innovate continuously across the business.

Our client realised that it needed technology to become the driving force for its next phase of growth. What’s more, it didn’t want to waste money and resources on huge and expensive IT projects to achieve it. Instead, the company analysed its back-office processes and looked for innovative ways to transform them rapidly, to drive out inefficiencies and make every aspect more productive. 

Multiple administrative tasks that are heavily time-consuming often involving rekeying the same information in several different systems throughout the back office. This created accuracy, speed and customer services problems. These, of course, are all barriers to closing out as many successful candidates’ deals as possible. 

The company had already had success with some of our specialist BOTs, using them to solve particular problems (link to KnowledgeBOT or ScheduleBOT case study). Now it wanted us to build a Back Office Team…

An AI driven BackOffice Bot team transformed processes in days at low cost

The Bot Workforce for the Backoffice was successfully deployed across the business to automate multiple workflows and business rule validations. The team went live within two months of the start of the project.

On a daily basis, the team validates more than 80 business rules. These include checking candidates’ joining dates, work experience and references. They update multiple platforms including CRM (Bullhorn), Marketing (Hubspot) and data analytics (Insight Squared).

They are all managed from the Montana Control Room (link here to Montana page) which was designed to monitor the team for data accuracy and validations. 

Creating an empowered team, an explosion of innovation and fast and affordable process automations

The Backoffice team embraced their new Bot workforce and the levels of support they received. They were delighted to be freed from many of their repetitive tasks, enabling them to focus on enhancing the processes they led. They also started to look at an increasing number of ways in which  new Bots could help. Time and time again we heard the team say: “Do you think you could create a Bot that will do…” The entire back office team from the most junior member suddenly felt empowered to make positive change. Using Montana as a strategic RPA platform enabled the team to deliver affordable process automations. 

The positive engagement was massive but so were the efficiency improvements. The BackofficeBOT team was able to successfully save around 12 hours per day across five different locations. That’s almost 5,000 hours a year – and the journey is really just beginning.