Find the Repetitive, Manual Bottleneck
Look for workflows that are: • Repeated frequently (daily or weekly) • Involve multiple handover points between people or teams • Currently tracked through email, WhatsApp or spreadsheets • Prone to delays because someone forgets to action their step • Creating visible frustration for the team
Common First Automation Candidates
• Leave and expense approvals • Customer enquiry routing and follow-up • Document submission and review processes • Event or booking registration workflows • Onboarding checklists for new staff
Map Before You Automate
Document the current process exactly as it works today — including the workarounds and shortcuts. Understand why each step exists before deciding which to automate, simplify or remove.
Start Small, Prove Value, Expand
Automate one workflow end-to-end. Measure the time saved, error reduction and team satisfaction. Use these results to build the case for automating the next workflow.
Score each candidate on four practical factors
Rate frequency, rule stability, data readiness and failure impact from one to five. A frequent process with stable rules, structured inputs and recoverable errors is usually a stronger first candidate. A process with constant exceptions, disputed ownership or decisions hidden in free text needs redesign before automation, even when it consumes a great deal of time.
Define the input, output, exception and owner
Every MVP should state what starts the process, which reviewable output the system creates, when it must stop for a person and who remains accountable. Measure elapsed time, corrections, retries, missed cases and real usage. Connect more systems only after the output is stable, exceptions are visible and the operating owner is ready to take responsibility.
Practical next step
- Free AI & Workflow Project Planner: Compare candidate workflows and document the MVP input, output, owner and risks.