Describe today’s process
Follow one actual task from its trigger to completion. Record who does the work, which systems they use and where they copy information. Include the exceptions rather than describing only the ideal sequence.
Measure a small sample of the current process where possible: frequency, handling time and rework provide a useful baseline. These are observations to gather, not savings to promise before an implementation exists.
Separate rules from judgement
A task with an agreed rule can be a candidate for automation. A decision that depends on context, responsibility or approval may need to remain with a person. A useful workflow can automate preparation and notifications while keeping that decision visible.
Define how the automation stops safely when information is missing or conflicting. Sending an alert to an owner is often more useful than forcing a guessed answer into the next system.
Start with a bounded release
Choose a contained process, confirm the systems it touches and agree how success and failure will be recorded. Retain a clear route for manual handling while the new workflow is validated.
After launch, compare the measured process with the baseline. Review exceptions and rework as well as speed, so improvements are judged against the work actually completed.