Company Background
Shivansh Enterprises, a mid-sized Indian manufacturing company based in Pune, Maharashtra, was founded in 2002 as a traditional manufacturer of electrical components for industrial use. Over the years, the company has established a strong foothold in the market, supplying high-quality components to industries such as automotive, heavy machinery, and electronics. With a workforce of over 200 employees and an annual turnover of INR 50 crores, Shivansh Enterprises prided itself on its manufacturing excellence. However, like many growing businesses, they faced significant operational challenges in scaling efficiently.
Despite their success in manufacturing, Shivansh Enterprises struggled with inefficiencies in back-office operations. Many of their processes were manual, repetitive, and time-consuming, particularly in areas like data entry, report generation, and inventory management. These inefficiencies not only consumed valuable employee time but also introduced human errors that resulted in lost revenue, delayed deliveries, and operational bottlenecks.
In 2022, the companyās management recognized that to stay competitive and meet increasing customer demands, they needed to streamline their internal processes. After extensive research into potential solutions, they decided to implement Robotic Process Automation (RPA) through Zoho RPA. The solution offered an easy-to-use, no-code platform for automating repetitive tasks, allowing the company to improve productivity and accuracy without needing extensive technical expertise.
The Challenges Faced by Shivansh Enterprises
Before implementing Zoho RPA, Shivansh Enterprises dealt with several challenges that impeded their growth:
Manual Data Entry: The company's inventory management, invoicing, and purchase order systems were maintained through manual data entry into Excel sheets. This process was prone to human error and was extremely time-consuming for the employees involved.
Repetitive Tasks: Many of the companyās back-office processes, such as generating daily sales reports, processing purchase orders, and updating vendor records, were repetitive in nature. These tasks consumed employee hours that could have been better spent on value-added activities.
Inconsistent Data Handling: Different departments had inconsistent approaches to handling data, leading to issues with accuracy, duplications, and discrepancies. For instance, the same customer or vendor data would be recorded differently in different systems, leading to confusion and inefficiencies.
Operational Bottlenecks: Because many of the companyās key processes were manual, employees were often overburdened, which created delays in production schedules and impacted customer deliveries. These bottlenecks were hurting their reputation and increasing their operational costs.
Scalability Issues: As the company grew, the manual processes became more cumbersome, making it difficult for the business to scale. The management realized that without automation, the businessās growth potential would be limited.
What type of tasks would you like to automate with Zoho RPA?
Data entry and processing
Customer service
Marketing workflows
Financial operations
The Solution: Implementing Zoho RPA
To address these challenges, Shivansh Enterprises turned to Zoho RPA, a tool that promised to automate repetitive tasks across various departments without requiring complex coding skills. The companyās management was particularly drawn to Zoho RPA's ease of use, given that their employees lacked advanced technical skills.
Key Zoho RPA Features Used
Windows Automation: Shivansh Enterprises used Zoho RPA's Windows Automation feature to automate tasks such as opening software applications, navigating through files, and interacting with on-screen elements. This feature was particularly useful in automating tasks related to their inventory management system, which was installed on individual computers across departments.
Web Automation: Many of Shivansh Enterprisesā daily operations, such as vendor management, invoice processing, and order tracking, required employees to interact with web-based systems. Zoho RPAās Web Automation feature allowed the company to automate data extraction from websites, submit forms, and log into web portals to fetch updates on orders and deliveries. This significantly reduced the manual effort required for tasks like order tracking and customer service.
Excel Automation: As a manufacturing company, Shivansh Enterprises relied heavily on Excel for tasks like inventory tracking, purchase order management, and sales forecasting. Zoho RPAās Excel Automation feature was used to automate data entry, perform calculations, generate reports, and even clean up large datasets. By automating these tasks, Shivansh Enterprises reduced human error and significantly improved data accuracy.
Files & Folders Automation: The company also used Zoho RPA to automate the organization of their files and folders. Tasks such as creating new folders, moving files, and archiving documents were all handled by Zoho RPA bots. This streamlined the companyās document management process and ensured that important files were always in the right place without manual intervention.
The Implementation Process
The implementation of Zoho RPA at Shivansh Enterprises was done in a phased manner, ensuring that the transition was smooth and minimally disruptive to ongoing operations.
Initial Setup: The companyās IT department, with the support of Zohoās implementation team, started by identifying key processes that could benefit from automation. The initial focus was on automating data entry tasks within the inventory management system and streamlining the process of generating daily reports.
Training: One of the biggest advantages of Zoho RPA was that it didnāt require any coding skills. The company provided training to its employees on how to use the platform, record workflows, and deploy bots for different tasks. Within a few weeks, the employees were proficient in creating their own automation workflows using the no-code interface.
Gradual Rollout: After successfully automating the first few processes, the company gradually expanded the use of Zoho RPA to other areas, including customer service, vendor management, and order processing. The gradual rollout allowed the company to monitor the success of each automation workflow and make adjustments as needed.
Integration with Existing Systems: Zoho RPA was seamlessly integrated with the companyās existing systems, including their ERP (Enterprise Resource Planning) software. This integration ensured that data was automatically updated across all systems without manual intervention, leading to greater consistency and accuracy.
Results and Benefits
Within six months of implementing Zoho RPA, Shivansh Enterprises experienced transformative improvements in their operations:
Time Savings: The company was able to save over 1,000 man-hours per month by automating repetitive tasks. Employees who were previously bogged down by manual data entry and report generation were now free to focus on more strategic, value-added activities.
Error Reduction: By automating data entry tasks, the company drastically reduced the number of errors in their inventory and order management systems. This led to fewer delays in production and improved order accuracy.
Improved Efficiency: Zoho RPA bots worked 24/7, which allowed Shivansh Enterprises to process tasks faster and more consistently than before. For example, tasks like generating daily sales reports, which previously took hours, were now completed within minutes.
Scalability: With Zoho RPA in place, Shivansh Enterprises was able to scale their operations without the need to hire additional staff. The automation workflows were easily adaptable to new processes as the company grew.
Enhanced Customer Satisfaction: The reduction in operational bottlenecks and improvement in order accuracy resulted in faster delivery times and better customer service. This had a positive impact on customer satisfaction and helped Shivansh Enterprises strengthen its market reputation.
Conclusion
By implementing Zoho RPA, Shivansh Enterprises was able to revolutionize its business operations, improve productivity, and achieve significant time and cost savings. The no-code automation platform empowered employees to take control of their workflows and focus on more strategic tasks, leading to improved efficiency and scalability. As the company continues to grow, Zoho RPA remains a crucial part of their digital transformation journey, enabling them to stay competitive in an increasingly dynamic business environment.
Whatās the most important benefit of RPA for your business?
Time savings
Cost reduction
Increased accuracy
Improved productivity
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