Op-Ed | October 09, 2025
Robotic Process Automation: What is it and why is everyone talking about it?
Introduction
In previous op-eds, I mentioned Robotic Process Automation (RPA) as one Digital Transformation technology that is altering the modern business landscape. RPA is redefining how organizations approach repetitive, mundane, and rules-based tasks. It offers organizations the ability to quickly streamline operations, reduce operational costs (via technical debt), and empower their workforce. In this op-ed, I’ll dive deeper into RPA and outline how organizations have implemented and benefited from it as well as the possible pitfalls to prepare for.
Understanding RPA
RPA refers to the deployment of bots to perform predictable human actions and help automate processes. Now you might be thinking, “What is so great about RPA?” I have over a thousand workflows in my organization today. What is the big deal? While workflows require “triggers” or integration with backend systems (which can be costly), RPA operates more like a person would and interacts with applications by logging in to systems, entering data, performing calculations, copying and pasting information, and even responding to simple queries. Basically, it is your traditional workflow but can think, communicate, and even process information all by itself. You can build these RPA solutions to accommodate your current setup and integrate with your ERP systems, homegrown databases, or even legacy applications that are no longer supported.
The Benefits of RPA
Now that I’ve hyped RPA up enough, I want to share the advantages it brings to organizations:
- Improved Operational Efficiency and Employee Productivity: RPA tends to scare a lot of people – it’s the type of AI people think could replace them. Once implemented, however, both employees and managers note its benefits, as it automates repetitive tasks that have traditionally taken up significant time. By assigning these tasks to bots, employees can focus on more complex responsibilities requiring reasoning and empathy. This change can lead to improvements in productivity and job satisfaction, while also reducing errors and workplace stress.
- Reduction in Cost and Burnout: RPA offers significant cost savings. Bots work around the clock, reducing employee overtime and turnover. Fewer errors by staff also save time and money on corrections.
- Perfection! Human errors that occur within manual processes (aka “fat fingers”) may arise as a result of boredom, fatigue, or diminished concentration during repetitive tasks. With RPA bots, these mistakes can be reduced or eliminated because the RPA bot can be programmed with precise instructions to execute mundane and repetitive tasks with high accuracy. In addition, all RPA bot actions are tracked via logs for compliance purposes and can also be used with Machine Learning for continuous improvements. Nothing is perfect in life, but with an RPA bot, I think we can get closer!
- Scalability and Flexibility: With Digital Technology, organizations are forever evolving their technology to fit with their goal of operational excellence. RPA offers organizations the ability to rapidly scale to meet the demand. Unlike human resources, bots can be added during the high activity time or reduced as needs subside. This flexibility reduces the cost and time it takes to do resource management while ensuring flexibility to meet any market conditions an organization will face.
- Data Insights: Everyone would like to be able to see the future. Organizations might be great at generating data but struggle with how to use it for future planning. With RPA, they can generate valuable insights that can be analyzed to uncover trends, shortcomings/gaps in the process, and identify opportunities for further improvement. Organizations can then harness these insights to make data-driven decisions and forecast their strategic planning. Now you don’t need a magic crystal ball — you just need RPA!
The Challenges of RPA
Per tradition in our op-eds, we always try to raise awareness of the challenges that an organization may face as part of any process. This section will cover all of the known challenges that an organization may need to address with RPA implementation to help ensure the journey is smooth:
- Change Management, Change Management, Change Management: The adage, “If you build it, they will come,” is absolutely not true in this case. From our experience, RPA efforts are only successful when people know the clear mission, how it will affect them, are bought into the idea, and empowered to utilize it to improve their work. Transparency and inclusiveness are the keys. Don’t forget about the appropriate change management strategy to help with communication and, more importantly, end-user training.
- Don’t forget about the security gate: RPA projects can both generate and process large amounts of data. Often, organizations would trust it with sensitive data to help with business decision-making. As a result, the data may not be secured correctly. To prevent any potential exposure of sensitive data, make sure to include security and access control as part of your RPA project planning. Trust me, your compliance team will love you!
- Be selective: Don’t try to boil the ocean overnight. Carefully plan and have a business case for each task that you would like to automate, and make sure you have clear objectives and outcomes so that you can measure your return on investment.
- Prioritize regular oil changes: Just like any fine machine, continuing to provide updates and maintenance is key. Although RPA, once set up, will work tirelessly and repeatably, that doesn’t mean you can fire and forget. Even bots require the appropriate updating and maintenance to ensure they are running as efficiently and effectively as possible.
Conclusion
Robotic Process Automation (RPA) is gaining a lot of attention as it redefines how businesses can achieve operational excellence in a relatively short period of time. Previously, we saw the adoption of RPA mostly from government contractors, but now we are starting to see implementation by companies from all different industries. RPA has proven that it can deliver enhanced efficiency, cost savings, accuracy, and employee involvement. RPA has helped reshape small and large companies alike and driven sustainable growth. While the journey to RPA does have its challenges, the rewards are wildly positive.
About the Author
My name is Huy H. Nguyễn, and I am a managing partner at Bayen Group. We specialize in partnering with organizations to plan and implement the Technology Enterprise Modernization Roadmap. If your organization is starting or in the process of its own Digital Transformation, don’t hesitate to reach out to us. We would love to be your guide through the Digital Transformation journey.
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