“We should automate that.” It comes up in meetings all the time, usually about a task everyone finds tedious. But a tedious task is not necessarily a good candidate for automation. Before investing, a few simple questions help separate real opportunities from ideas that only look good on paper.
1. Does the volume justify the effort?
A ten-minute task done once a month is not the same as a two-minute task repeated fifty times a day. Estimate frequency, time spent and the number of people involved. A rough calculation is often enough to point you in the right direction.
2. Is the process stable?
Automating a process that changes every quarter means freezing something that isn’t mature yet. If the rules are still moving, clarify and document them first. Automation can come afterwards.
3. Are the rules explicit?
The clearer the rules — “if the amount exceeds this threshold, request approval” — the easier a process is to automate. When the decision relies heavily on human judgement, it is often better to assist the person than to replace them.
4. Is the data reliable and accessible?
An automation is only as good as the data it handles. If information is scattered, incomplete or entered inconsistently, data quality is usually the first job.
5. What does an error cost?
A mistake in a reminder email is not the same as a mistake in an invoice. The higher the risk, the more controls you need: human approval, logging, and alerts when something looks wrong.
6. Who will maintain it?
An automation is a small piece of software. It has to be documented, monitored and updated when the tools it connects change. Decide from the start who owns it.
Where to start
List your teams’ repetitive tasks, then rank them on two axes: how much time they take and how clear their rules are. Tasks that are both time-consuming and well defined are your best candidates. Start with one, measure the result, then expand step by step.
And remember that automation is not always the best answer: sometimes simplifying or removing a step delivers more.
This article offers general guidance and does not replace an analysis of your specific situation. All articles