Change is never easy, especially when it involves fundamental shifts in how your business operates and requires teams of people to change their routines. One speaker at an Institute of Finance & Management APP2P Conference presented the Kubler-Ross Change Curve as the de facto process employees undergo during a business process change. This curve is the business adaptation of the famed five stages of grief outlined by the “On Death and Dying” psychiatrist Elisabeth Kubler-Ross.
So, it’s already promising that we’re equating business process change to death, right? In the Kubler-Ross Change Curve, employees move through 7-stages of change, starting with shock, then shifting to frustration and depression, and ending (hopefully sooner rather than later) with integration. If your business is ready to change from manual to automated accounts payable systems, you know the technology’s transformative benefits, like reducing errors, cutting costs, and improving efficiency. The question then becomes, no matter how well you plan and prepare, is experiencing all of the ups and downs of the Change Curve inevitable?
The key to success lies in effective business process change management – and expert guidance from DataServ can make all the difference.
The Challenges of Business Process Change Management
Many organizations find it overwhelming to transition to new processes, even when they are designed to make jobs easier, like moving from manual to automated accounts payable systems. In addition to the overwhelm, the implementation process brings unique challenges, such as:
- Employee Resistance: People often fear change, especially when it involves learning new systems or processes. Concerns about job security and adapting to unfamiliar tools can create pushback.
- Workflow Disruptions: Transitioning from manual to automated processes may temporarily disrupt existing workflows, creating uncertainty and frustration.
- Lack of Clear Communication: Without a well-defined plan and transparent communication, employees may struggle to understand the benefits of automation and feel disconnected from the process.
It’s essential to recognize that these challenges are natural. Your business can work to reduce friction and set the stage for a successful transition by taking the time to understand and proactively address these issues.
Why Automating Accounts Payable is Worth the Change
Despite the challenges, automating your accounts payable process is a game-changer. An Institute of Finance & Management (IOFM) report found that companies automating their AP processes reported a 70% reduction in processing times. These tangible benefits make change management worthwhile.
Here are just a few additional reasons why transitioning to AP automation is worth it:
Increased Efficiency and Accuracy
Automation eliminates manual data entry and invoice processing, significantly speeding up the invoice processing cycle. This also allows your team to focus on more strategic tasks that offer greater long-term value for your business. Requiring less manual intervention also reduces the risk of human error for consistent, accurate records and regulation compliance.
Cost Savings
By reducing errors and streamlining workflows, your business can save on labor costs, avoid late payment penalties, and take advantage of early payment discounts. AP automation also protects your company against financial loss with advanced fraud detection using advanced AI.
Enhanced Visibility
With real-time tracking and reporting capabilities, businesses gain better control over cash flow and financial forecasting. Adding capabilities such as DataServ’s Vendor Portal also gives vendors and suppliers visibility, giving them access to crucial information and allowing them to submit invoices, track payments, and communicate with your team.
Best Practices for Managing Change in AP Automation
To ensure a successful transition, consider these best practices:
- Start Small: Begin with a targeted approach, such as automating a single aspect of the AP process, and expand as employees become more comfortable.
- Communicate Early and Often: Keep employees informed about the goals and benefits of automation. Highlight how the new system will make their jobs easier and more efficient.
- Provide Training and Support: Offer hands-on training sessions and easy-to-access resources to help employees feel empowered and confident.
- Celebrate Wins: Recognize and celebrate milestones, such as the successful implementation of a new feature, or a measurable improvement in processing speed. This boosts morale and reinforces the value of the change.
Simplify the Accounts Payable Automation Process with DataServ
At DataServ, we understand that change can be daunting. That’s why we’ve developed tools and strategies to simplify the transition to automation. Our approach focuses on minimizing disruption while maximizing adoption because we want your business to have the support and resources necessary to confidently and effectively navigate change.
Achieve Implementation Fast with QuickStart Initialization
Automation solutions that take months to implement will only worsen existing challenges. With the QuickStart Initialization Process, you receive a complete, exception-based AP process that is ready to go almost immediately, with the capability to tailor additional processes as you go. Our dedicated experts work with you from day one to remove existing roadblocks in your AP processes and capture the benefits of automation for a smooth transition.
Scalable Solutions
Whether you’re ready for a complete automation overhaul or prefer a phased approach, DataServ can tailor solutions to meet your needs. For example, many businesses start by automating invoice intake–one of the most pain-prone areas–before expanding to other parts of the AP process. From the start, you’ll have access to our intuitive Invoice Processing Machine to capture data cleanly, digitize invoices, and intelligently identify vendors. Once implemented, you can add more solutions to further improve your efficiency specific to your needs, such as AutoVouch™ invoice processing automation for 3-way matching, international invoice processing, and more.
Achieve a Better Future with AP Automation with DataServ
If you’re considering a process change but are hesitant to put your employees through stress, know that while some steps of the Change Curve are inevitable, every painful step doesn’t have to be part of your company’s transition. By embracing proven strategies for change management and leveraging DataServ’s expertise, your business can easily transform its accounts payable process to emerge stronger and more efficient than ever.
Contact DataServ today and take the first step toward a more efficient future. We’ll show you how our innovative solutions can simplify your automation journey and help your team thrive in a rapidly changing business environment.
