Short answer
Start with one process that happens often, takes a lot of time and follows clear rules — for example, entering invoices or sorting requests. Describe how it works today, estimate the savings and automate it first. The experience from the first process lays the groundwork for the next ones.
1. Find the time thieves
Ask your employees: what in your work repeats every day? What do you retype from one program into another? Where do errors happen most often? The answers are often: invoices, e-mails, Excel spreadsheets, order entry.
2. Choose the first process
A good first candidate:
- happens often (every day or week);
- has clear rules;
- doesn’t have too many exceptions;
- has savings you can measure in hours or errors.
3. Describe the process as it works today
Where the data comes in, who processes it, where it ends up, what happens with exceptions. Often this step alone reveals unnecessary steps you can simply drop.
4. Calculate the return
How many hours a month does it take, and what does it cost? See how to calculate whether automation pays off.
5. Choose the tool
Ready-made tools work for simple connections; more complex ones need a custom solution. Comparison: Zapier, Make, n8n or a custom solution.
6. Roll it out and measure
Start with part of the volume, compare the result with the manual work, and only then automate fully.