Automating manual workflows
Identify processes worth automating without simply making a bad workflow run faster.
Automation works best for repeated, rule-based handovers between people and systems. Simplify the process first, automate stable steps and route exceptions to a person.
Signs that it is time to act
- Data is copied between email and spreadsheets
- Routine follow-up is forgotten
- Status requires asking several people
- Repeated entry creates errors
A sensible way forward
Measure frequency, time, errors and consequences. Choose a small flow with a clear start and end, including logs, retries and human handling from the beginning.
- 01
Observe the work
Map the real flow, including detours and exceptions.
- 02
Remove unnecessary steps
Standardise inputs and ownership before building.
- 03
Automate with control
Log actions and give staff a clear way to correct failures.
Make sure this is covered
- Measured time use
- Clear start and end
- Exception rules
- Logs and error messages
- A process owner
Common pitfalls
- Automating an unclear process
- No failure handling
- Dependence on one personal account
Questions and answers
Does it require AI?
Not necessarily. Fixed rules and integrations are often more reliable. AI helps with classification, language and unstructured input.
How is value calculated?
Compare time, errors and waiting before and after, including maintenance and remaining exceptions.