While this means your government agency may get more done via multitasking, it can also hamper the ability to focus on the task at hand. Yet, while technology got us into this mess, it can also help solve these problems via automation.
Also known as IoT, this is a form of technology that embraces connectivity. Through the IoT, your agency can connect home security alarm systems with police departments. It can generate emergency notification alerts for severe weather based on metrological data as it is recorded. On a more basic level, the IoT can allow your office workers to monitor their desks or cubicles even if they are a thousand miles away. The IoT is all about connecting technological systems so that you can automate your processes.
Have you ever seen an 18th-century self-operating metal robot at a museum? Fast forward to the 21st century and the same basic concept represents automation today. What automation does is replace human tasks with machines or technologies that do them automatically when triggered.
For example, if your organization handles a great deal of paperwork, with an automated back-office system you replace manual filing and invoicing with a computer program. Using the IoT concept, whenever your office receives paperwork it is processed digitally. From there it can be filed away on a cloud-based system, where anyone on your team can easily find what they are looking for using keywords or filters. That is just one example of automation in an organization.
Message automation works along the same lines by creating a pathway of processes. When your government organization needs to send an emergency alert to your internal staff or community at large, it can be done through automated processes. The way an automated message works is through prompts that connect to the digital messaging service.
Refer to the example about emergency alerts for severe weather. If your office is located in a flood-prone area, prompts might include the water gauges levels or heavy rain forecasts. Your system could be configured to connect emergency alerts with particular prompts. Then when the triggers are set off, the emergency messaging system automatically generates alerts to pre-defined personnel. All of this happens without the need for someone to physically take the steps necessary to start the messaging process, let alone be in the building. Automation constantly monitors multiple systems in the effort to jump-start the process much more quickly and efficiently.
If your organization is unsure of whether message automation is a good investment of time and money, consider the 2018 Operational Excellence Report released by CIO. According to this research of 1,000 knowledge workers and managers, 38 percent feel that greater than 40 percent of their daily tasks could be effectively automated. That is almost half of the routine activities performed by these corporate-level employees. Imagine how much time could be saved with automation. More importantly, think about how much of these employees’ energy could be put toward other more effective tasks, such as assisting customers or handling emergencies.
The time for automation is now, whether your government office is interested in improving emergency messaging or back-office processes.
Still not sure if this is right for your organization? Other benefits of automation include providing a digital audit trail of your activities. When everything is handled digitally, you have a timestamp for each step in a procedure. This transparency is integral to the evaluation and record keeping for your agency.
By automating tasks, your team can also:
To learn more about the use of automation in emergency message systems, contact OnSolve today. We offer an array of technologies to connect your government agency with your community.