What do we mean by automation?
Automation is something that we use every day, whether we consciously mean to or not: doors, coffee machines, smart speakers, thermostats, alarms on our phones - they all utilise automation of some kind. Etymologically speaking, it’s derived from the Greek root words of ‘Auto’, meaning “self”, and ‘Matos’, meaning “moving” - so when we set up equipment, software or machinery to automate, or do things automatically, the technology is self-moving, making things happen on its own without the need for constant instructions.
When we think about automation in a professional context, we are referring to the use of technology to perform tasks or processes with minimal human intervention. This can range from basic, repetitive tasks (e.g., data entry) to complex processes (e.g., managing multi-step approvals). The main goals of automation are to streamline operations, reduce errors, enhance efficiency, and free up human resources to focus on more strategic and creative aspects of work. Automation isn't always a quick fix and can’t replace tasks that require a human touch – like making decisions, understanding emotions, and brainstorming new ideas - but there are opportunities within automation to make your working life easier.
The Role of Automation in Technology
As the world becomes more demanding and we strive to achieve more with limited time, it’s not surprising that automation has gained importance. It’s an essential tool for organisations like universities to remain competitive in today’s dynamic landscape.
Technology has paved the way for automation to flourish. With the advent of artificial intelligence (AI) and machine learning (ML), computers are now capable of learning from data and making intelligent decisions. This has led to the development of sophisticated automation systems that can adapt and optimise their performance over time.
Some of the different forms of automation that colleagues might be interested in, include:
- Robotic Process Automation (RPA): RPA involves using software robots to automate repetitive, rule-based tasks that were traditionally performed by humans. These robots can mimic human actions, interact with various software systems, and execute tasks such as data entry, data extraction, and form processing.
- Business Process Automation (BPA): BPA encompasses the automation of entire end-to-end business processes. It involves optimising workflows, coordinating tasks, and integrating systems to create more efficient and streamlined processes.
- Document Automation: Document automation simplifies the creation, management, and distribution of documents. It includes generating standardised documents, merging data into templates, and facilitating collaborative editing.
- Workflow Automation: Workflow automation involves automating a sequence of interconnected tasks, often involving multiple individuals or departments. It ensures that tasks move seamlessly from one stage to another, minimising bottlenecks and delays.
Using Microsoft Products for Automation
Many of Microsoft’s products can be used in a way that harnesses automation for efficiency. In fact, you may already be automating how you manage your mailbox by using automatic out of office responses, Quick Steps or setting up Mail Rules in Outlook.
Similarly, Microsoft Bookings makes the process of scheduling appointments much easier, and many colleagues already have their link set up in their email signature. You can set up a personal Bookings page, or one for each service your team provides.
Power Automate is Microsoft’s product dedicated to automation. There are two main types of automation available in Power Automate:
- API-based digital process automation: cloud flows
- UI-based robotic process automation (RPA): desktop flows
Most of what this blog will focus on will be around Power Automate cloud flows and how these are being utilised at the university by various teams and individuals. The Power Community of Practice is another digital resource for colleagues to share how they are using automation and to learn with others.
The Future of Automation
As technology continues to evolve, so will automation. With the rise of AI and ML, automation systems are becoming smarter and more adaptable. We can expect automation to play a pivotal role in various industries, including education. A review of automation (and datafication) in Higher Education can be read here: The Automatic University (2020) - PDF.
However, as mentioned at the start of this blog, it's important to note that while automation offers immense benefits, it's not a one-size-fits-all solution. The choice to implement automation should be based on a careful analysis of processes, resources, and objectives. It's a tool to support and enhance human efforts, not replace them – and it certainly shouldn’t create more work for you. The personal interactions, empathy, and nuanced decision-making that academic and Professional Services colleagues bring to their roles remain irreplaceable.
Who can do it?
Automation isn't just for computer wizards, tech gurus or coders – it's for everyone! Often, the term ‘citizen developers’ is used to refer to people who are ideally placed to create automations. These are people who ‘don’t have formal coding experience but can think critically and enjoy a challenge’. (Neagu, 2021)
We are all users of Office 365, so it’s likely that there are opportunities within our personal workflows for automation, as well as thinking about how improvements can be made to internal processes. Whether it's handling induction, managing student records, or facilitating communication, automation is your ally in creating a more efficient administrative landscape.
References:
ChatGPT. OpenAI. (Accessed: 17 August 2023).
Neagu, M. (2021) What are citizen developers & how they help scale automation: Uipath, UiPath RSS. Available at: https://www.uipath.com/blog/automation/understanding-citizen-developers-your-secret-weapon-in-scaling-automation#Start%20Empowering%20Citizen%20Developers%20with%20Automation%E2%80%94Today (Accessed: 17 August 2023).
Williamson, B. (2020) The Automatic University - University and College Union, UCU. Available at: https://www.ucu.org.uk/media/10947/The-automatic-university/pdf/ucus_the-automatic-university_jun20.pdf (Accessed: 17 August 2023).
Yoshida, T. (2022) Types of process automation to consider for a power automate project (contains video) - power automate, to consider for a Power Automate project (contains video) - Power Automate | Microsoft Learn. Available at: https://learn.microsoft.com/en-us/power-automate/guidance/planning/various-types-process-automation (Accessed: 17 August 2023).
Thanks for reading this blog post. If you're interested in automation, join the Power Community of Practice on Teams, which provides access to a SharePoint hub full of learning materials and resources.
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