Observe the work as it happens
Map a repeated task from its trigger to its final output. Include copying information, chasing missing inputs, checking accuracy and correcting exceptions. Business.gov.uk notes that repetitive, regular tasks may be suitable for software or automation when considering how to meet a business’s workload.
Separate a process problem from a tool problem
If nobody agrees what a complete input looks like, automating the handover can move confusion faster. Clarify the steps, owner and definition of done first. Some improvements need a better checklist or fewer approvals rather than a new system.
Make exceptions visible
Consider what happens when an input is missing, a customer changes the request or the output looks wrong. An automation needs an appropriate way to stop, flag or route those cases for review. Saving time on the routine path is only one part of evaluating the workflow.
Run a bounded trial
Choose a small, reversible process. Record the current time spent, error patterns and review effort. Compare the trial against that baseline, including the time needed to maintain and check the automation. Decide in advance what would justify continuing, changing or stopping it.
Choose one repeated task and record its inputs, owner, exceptions and completion criteria before comparing tools.
Further reading: Business.gov.uk: Deciding if you’re ready to hire ↗. Accessed 8 November 2026.
External sources inform the points attributed to them. The practical application and examples are Tresswell’s interpretation. No endorsement is implied.
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