Workflow Automation vs. Robotic Process Automation (RPA): An introductory guide

Imagine you're in a busy kitchen, trying to prepare a multi-course meal for a large dinner party. You have a recipe book filled with instructions, but you're also trying to keep an eye on multiple pots and pans on the stove, ensure the timing of each dish is just right, and coordinate with your sous chef. It's a lot to manage! 

This scenario is not unlike the challenges businesses face when trying to streamline processes and improve efficiency. Automation technologies, like workflow automation and RPA, can help take the pressure off and streamline tasks.

According to a report by Fortune Business Insights, the global robotic process automation market is expected to grow from USD 13.86 Billion in 2023 to USD $50.50 Billion in 2030, at a CAGR of 20.3% during the forecast period. Another recent report by Acumen Research and Consulting states that the global workflow automation market is set to cross USD $78 Billion by 2030. 

In this blog post, we'll explore the differences between workflow automation and RPA, and help you decide which is the best fit for your business.

What is workflow automation?

Workflow automation refers to the use of technology to automate and streamline the flow of tasks within a work environment. Automation ensures that tasks are completed on time, with consistent quality, and with the necessary coordination between multiple people or departments. Workflow automation can be used in a variety of ways, from simple document approval processes to complex project management workflows. Additionally, workflow automations can be integrated with other tools and technologies, such as email systems, project management software, and data management platforms, to achieve maximum efficiency.

One of the key benefits of workflow automation is the ability to enforce standardized processes and procedures. This helps reduce the risk of human error and ensures that tasks are completed consistently, regardless of who is performing them. Further, workflow automation can help organizations maintain a centralized repository of information and documentation, making it easier to track progress and maintain accountability.

Check out here for more information on workflow automation.

What is robotic process automation (RPA)?

Robotic process automation (RPA) involves the use of software robots to automate routine and repetitive tasks. RPA is particularly useful in cases where manual processes are time consuming, repetitive, and prone to human error. By automating these processes, RPA can improve efficiency and accuracy, freeing up employees to focus on higher-value activities.

One of the main benefits of RPA is its cost-effectiveness. RPA can be deployed quickly and easily with minimal training, making it a more affordable solution for organizations beginning their automation journeys. Additionally, RPA is relatively low maintenance, as the software robots are designed to work autonomously once they have been programmed.

7 Key differences between workflow automation and RPA

Workflow automation and robotic process automation (RPA) stand out as superior technologies for streamlining business processes. While both technologies are designed to make tasks easier and more efficient, they have distinct differences that set them apart from one another. Let's take a look at some of these differences:

1. Primary purpose: The primary purpose of workflow automation is to enhance collaboration and communication among teams and departments, whereas RPA is used to automate monotonous, repetitive tasks. This means that workflow automation is better suited to organizations looking to enforce standardized processes and procedures, while RPA is more suited to organizations looking to automate routine and repetitive tasks.
2. Implementation requirements: A significant investment in hardware, software, and personnel is required to implement a workflow automation, while RPA can be deployed quickly and easily with minimal training. This makes RPA a more flexible and cost-effective solution.
3. Integration opportunities: Workflow automation is often used in conjunction with other tools and technologies, such as email systems, project management software, and data management platforms, to achieve maximum efficiency. Meanwhile, RPA is designed to work on its own, without the need for integration with other tools. 
4. Maintenance requirements: Maintenance is a significant consideration when choosing between these two solutions. RPA is relatively low maintenance, which makes it a more economical option than workflow automation, which requires ongoing maintenance. 
5. Complexity of tasks: Workflow automation helps organizations manage complex, multi-step processes that involve multiple people and departments, while RPA is best used for automating simple, repetitive tasks.
6. Scalability: While workflow automation is often better suited for large organizations with complex processes, RPA can be quickly scaled up or down to meet the needs of businesses of any size. 
7. Machine learning capabilities: Some workflow automation platforms have machine learning capabilities that allow them to analyze data and improve by learning from past processes. Typically, RPA technologies do not have machine learning capabilities.

Workflow automation vs. robotic process automation: The verdict

Both workflow automation and RPA have a role to play in improving efficiency and productivity in organizations. The best choice between the two will depend on the specific needs of the organization and the type of tasks being automated. 

Keep in mind, the most effective approach may involve a combination of both workflow automation and RPA. By leveraging the strengths of both approaches, organizations can achieve maximum efficiency and maximize the value of their automation investments.

Best of both worlds

If you're looking to streamline your businesses processes and improve efficiency, try Zoho Creator, a powerful low-code platform with both workflow automation and RPA capabilities. With Zoho Creator, you can automate repetitive tasks and improve coordination between people and departments, all while reducing human error and increasing productivity. Click the link below to get started!