Direct answer
Automate repetitive, frequent processes first when they follow clear steps and criteria, consume many hours or generate errors. Before you automate, check that the process works, responsibilities are clear and the information is reliable. Automating a disorganised process only makes the same mistakes happen faster.
Don't start with the tool
The question isn't what artificial intelligence can do or what software is currently trending. The question is where companies are currently losing the most money, time, or capacity, and what part of that problem you think can actually be solved with technology. You have an example below; don't worry if it's not clear yet.
A process is a good candidate for automation when it frees up the team for higher value tasks and the result can be verified with a specific indicator.
01
What should be prioritized
Frequency
It happens many times each week or each month.
Time
It consumes a significant amount of team hours.
Errors
Manual execution leads to errors, duplication, or rework.
Clear rules
Decisions follow conditions that can be defined.
Impact
Improving it reduces costs, speeds up delivery, or increases capacity.
Reliable data
The necessary information exists and can be used.
02
Before automating, review the process
If no one can clearly explain who does what, what information is needed, and what the expected outcome is, automation is not yet advisable. First, you need to simplify, eliminate unnecessary steps, and address the root causes of errors.
Automation should improve a way of working, not replace the decision of how it should work.03
A simple example
Imagine that salespeople receive customer applications via email. Then, an administrative person copies the data to various spreadsheets so that each team can work on it. The task is time-consuming and prone to errors, so it seems obvious that it needs to be automated.
Upon reviewing the process, we discovered the real problem: each salesperson requests different information, some data arrives incomplete, and each team uses its own spreadsheet. If we automate the process directly, the company will receive and distribute incorrect information even faster.
First, a single form is created with the necessary data, it's agreed who validates each request, and where the information should be stored is established. Then, the automation can record the data, notify the responsible party, and update the system without anyone having to copy it manually.
How to know if it was worth it
- Manual hours eliminated each month.
- Reduction of errors and rework.
- Reduction of the time it takes for the process from beginning to end.
- Additional capacity that the team gains.
- Total cost before and after implementation.
Frequently Asked Questions
Common questions before automating
What tasks should I not automate?+
Those that are constantly changing, require human judgment in each case, or do not yet have a clear process. It is also advisable to avoid automations whose cost is greater than the time or errors they eliminate.
Do I need artificial intelligence?+
Not always. Many improvements can be achieved with better-defined processes, simpler integrations, or rule-based automation. AI makes sense when it provides a capability that those options don't cover.
How do I calculate the return?+
Compare the cost of implementation and maintenance with the hours freed up, errors avoided, time reductions, and additional capacity generated during a specific period.