Case Teosto

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Teosto frees up its employees' time with automation from routine work to more meaningful tasks

Software robotics is an agile tool that has enabled Teosto to eliminate trivial tasks from its employees and to improve the quality and fluency of processes.

Teosto is a copyright organization for music authors that sells music licenses to various actors by collecting royalties for the use of music and pays them to their customers: music composers, lyricists, arrangers and publishers. Music licenses are needed for TV and radio, events and digital services, among other things. Digitalization has a strong impact on the music industry, which requires Teosto to be a digital pioneer and anticipate the future.

“The music industry is in a constant state of flux and digitalization has affected the industry for a long time. Due to digitalization, music is used in more and more places: in streaming services and social medias such as Instagram and Facebook. There have been many turmoil from vinyl to mp3 during Teosto's history, and we need to innovate along with the technological changes,” Kimmo Kauhanen, Teosto's Head of IT & Digitalization, explains, who is also responsible for Teosto's digital strategy and transformation.

Utilizing technology in the development of systems and customer service, as well as in streamlining operations, is key in Teosto’s strategy. The organization’s dynamic and technology-driven culture supports open-minded and bold experimentation with new solutions. Software robotics, or RPA (Robotic Process Automation), was seen as an attractive solution to streamline operations, improve service and develop employees’ skills and make work more meaningful. Teosto took its first RPA steps with Sisua Digital, when we began to map the processes in which robotics could be utilized.

“By adding RPA into our toolkit, we wanted to save working hours: eliminate trivial, manual tasks from employees and free up time for more demanding and meaningful tasks. We also wanted to improve the quality of our processes by preventing, for example, typing errors due to monotonous manual work,” explains Kimmo Kauhanen.

Quickly after the first automation Teosto wanted to start using robotics in other functions as well

When mapping Teosto’s business processes, the first automation use case was identified, which involved a lot of manual work.

“We decided to first use robotics to process music usage data from television. With this automation, several manual tasks were eliminated with the help of a robot,” explains Kimmo Kauhanen.

After the first automation, Sisua Digital trained two RPA developers for Teosto so that the expertise could also be brought in-house.

“Our in-house RPA developers have since made several robots. The aim of the collaboration was to gain the knowledge and the ability to make automations ourself as well and to expand the use of this technology to other business functions,” Kimmo Kauhanen clarifies.

By automating their processes, Teosto has been able to eliminate burdensome routine work from the personnel, and the quality and fluency of the processes have also improved.

"By utilizing software robotics, the fluency of processes has improved: for example, things that previously had to be requested separately on a monthly basis in the form of a ticket have now been scheduled and come by themselves," Kimmo Kauhanen explains.

In the near future, Teosto wants to increase the automation level even more

Sisua Digital currently provides Teosto with automation process maintenance and support as well as services for further development. The co-operation and development of new automations will continue in the future.

“Co-operation with Sisua has been good and natural. Sisua has been a good conversation and brainstorming partner - we have freely thrown ideas around but we've also been able to disagree with each other and Sisua has dared to say their own opinion. However, we've always had a common vision of the future and of the direction we are going,” describes Kimmo Kauhanen.

Teosto wants to promote digital transformation by adopting even newer technologies. For example, the organization piloted an intelligent automation with Sisua Digital, and Teosto already uses artificial intelligence to categorize customer feedback.

“This year our goal is to accelerate automation even more. Hyperautomation, which includes rpa, artificial intelligence and process mining, is seen as one of the big themes in the coming years. We are willing to use all means to automate as many processes as possible, ” Kimmo Kauhanen states.

Kimmo Kauhanen, Head of IT, Digitalization at Teosto

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TEOSTO

Teosto is a copyright organization for composers, lyricists, arrangers and publishers of music that operates in the global market. Teosto serves about 34,000 Finnish music composers and publishers, and collects music compensation from 100 different countries. The organization employs more than 70 people.

Automation benefits

  • Manual, boring routine work has been removed from employees
  • Employees have more time for meaningful work
  • Days of routine work has been saved monthly
  • Processes quality and fluency has improved

Author:

Paiju Koivula