Despite technical maturity, almost every second RPA project fails – according to a study by EY. Why? The tools themselves are not the problem, but unclear processes, lack of preparation, and insufficient adaptability. To successfully implement automation, you need to start exactly here. We show you six common obstacles – and how to overcome them to automate your processes efficiently and future-proof.
1. Processes are not clearly defined
Only clearly structured, recurring workflows are suitable for automation. If defined process steps, boundaries, and responsibilities are missing, gaps arise that RPA solutions cannot compensate for. Analyze your processes in advance – focusing on regularity, logic, and automatable potential.
2. Confusing or unnecessary process steps
The more loops, detours, and media breaks a process contains, the more prone it is to errors. Check:
- Is every step really necessary?
- Can the sequence be optimized?
- Can manual intermediate steps be digitized?
Do not automate unnecessary processes – first optimize, then automate.
3. Lack of flexibility in process structure
Processes are never static. Market changes, new customer requirements, or regulatory guidelines require continuous adjustments. Automated processes must therefore be flexible enough to respond quickly to changes. When choosing a tool, pay attention to adaptability and scalability.
4. No success measurement after implementation
Only what is measured can be improved. Key performance indicators such as lead times, error rates, or cost per process should be collected and analyzed regularly. This allows you to identify optimization potential early – and ensures that your automation pays off in the long term.
5. Security risks are underestimated
RPA bots often require privileged access to sensitive systems such as ERP or CRM. If credentials are stored in code or insufficiently protected, serious security vulnerabilities can arise. Use encrypted credential storage, role-based access models, and active monitoring to safeguard against misuse.
6. Unclear responsibilities between IT and business departments
Automation is not purely an IT project. The responsibility for processes lies with the business departments – they know the workflows, dependencies, and goals. IT handles technical implementation and consulting. Clear role distribution is crucial to ensure that automation does not become a black box.
swoox.io – Automate processes without obstacles
With swoox.io, we bring clarity and structure to your processes – creating the foundation for successful automation. Our tool seamlessly connects systems via interfaces and allows rules to be defined intuitively – completely without programming knowledge.
This keeps processes where they belong: under the responsibility of your business department – not in the IT bottleneck.
Do you want to automate your processes – but do it right?
Schedule a non-binding consultation now: Book a demo appointment
