Why Schools Should Stopped Relying on Manual Processes?
Processes are present in every organization to ensure its smooth and steady functioning. They might or might not be defined, however, without them any organization – even an educational institution like a school would fall apart.
Processes can broadly be divided into two categories – manual processes and automated processes. Usually, modern organizations, like schools use a combination of both types of processes in their day to day functioning.
We explore both types of processes in greater detail below:
What are the manual processes?
Manual processes refer to an internal process at a school that relies on people or human labor or pen and paper to be completed. Earlier, most processes in any organization, including educational institutions, were manual processes.
Automated processes are merely digitized or electronic versions of the manual process that cuts down on human intervention, time is taken to accomplish this process in the usual way, and the overheads involved, such as paper and other materials. Automated processes are also self-motivated after they have been initiated they rarely need human action until completion. Automated processes usually feature in a school information management software that is being used to manage processes in the school.
Below we discuss the disadvantages of manual processes that should encourage schools and organization to allow automated processes to replace their obsolete ones:
1. Time-consuming process
One of the key disadvantages of manual processes is the amount of time they take to be performed and to be completed. Manual processes simply take longer than the lightning speed of automated processes being performed by a computer using school management software. For instance, it will take a teacher much longer to do roll call, compared to attendance software or feature in a school management software.
2. Increase in paper usage
Educational institutions, especially, are huge consumers of paper and paper products. If we can reduce our dependence on paper and paper products by eliminating manual processes we might be able to make a significant difference. Paper and paper products are also a huge portion of many school’s bottom lines. Simply put, paper is expensive, and trying to reduce our use of it by switching to automated processes from manual processes is a way to help cut costs on a system level.
3. Prone to error
Manual processes rely on humans entirely, which means that they are prone to error. For instance, a simple mistake of data entry on the part of a human accountant while entering figures can result in a dramatically different bottom line and understanding of the final health of the school. Similarly, a simple misplacing of admission application for a potential student can result in the loss of a scholar for an educational institution. This is not the case with automated processes that follow a set of pre-defined rules and thus merely stop working instead of producing costly or time-consuming errors that need to be fixed. Switching to automated processes thus reduces the error rate for processes in a school or college.
4. Less safe and secure
Manual processes are performed by humans and subject to human security measures such as a locked cupboard or the ethics of humans not looking at confidential information. In these times, it is important to accord data privacy and security their rightful place. In this sense, manual processes will always be vulnerable to the fallibility of humans. Automated processes, on the other hand, usually require permissions to access and administer. They are also present in school management software that generally assigns handles to each user, adjusts permissions accordingly, and tracks usage and history so users are automatically held accountable. Data is also secure due to in-built security measures and privacy settings like passwords and permissions.
5. Cost Inflation
Manual processes are very heavy on the bottom line primarily because of the associated labor and overhead costs. Unfortunately, such costs are also recurring which means that they are perpetual in nature since it is unlikely for all such manual processes to be reduced or eliminated. Instead of hoping for such an eventuality, it might be more prudent to have automated processes take over the role of manual processes in your school. This is because while automated processes that are part of, school management software, have an initial investment, they pay off over time by reducing labor and overheads costs on the school. They also rarely have recurring costs associated with it – instead, they continue functioning without interference for years.
6. Decrease Productivity of Employees
Processes are one of the most mentally taxing, tiring, and time-consuming experiences for any employee. While process work is unavoidable in a school, one cannot deny the impact they have on the energy, time, and morale of employees, no matter how small a part they are of an employee’s day to day job. Most employees would rather offload the responsibility of administrative or processing work so that they can focus on their core responsibilities and be more productive where they are most valuable.
7. Long Queues
Who likes standing in a queue? Manual processes by their very nature demand human presence and engagement, resulting in situations where there are often masses of people attempting to finish the same process at the same point. Anyone who has stood in line to collect an admission form, to make a fee payment, or to find out examination results is familiar with this phenomenon. Automated processes do away with this obsolete issue once and for all since they allow for such tasks to be performed by authorized users remotely – from anywhere at any time and from any device. This means the permanent reduction of masses of overwhelming people to perform simple tasks and a consequent reduction in pressure and stress on employees and an already overworked infrastructure.