Which repetitive business task should you automate first?

The best automation is not the most complicated one. It quietly takes one dull, repetitive task off your plate and gives you that time back every week.

Look for repetition, not a fashionable tool

Begin by listing the work you do every day or every week: copying data into a spreadsheet, preparing similar quotes, checking email, sending reminders or compiling reports. Automation starts with the workflow, not the name of an app.

A strong first candidate has four traits

• The task happens frequently and follows roughly the same steps each time.
• Decisions rely on clear rules or data you already have.
• The result is easy to review and mistakes are easy to spot.
• The time saved would make a noticeable difference this week.

What not to automate first

A chaotic process in which every case is completely different is a poor first project. Avoid connecting ten systems at once, too. Start with one clear chain: input, actions, review and final result.

A simple example

Suppose that every Friday you collect sales figures from several files, enter them in Excel, calculate the results and email a summary. That is a strong candidate. A system can collect the data, organise the sheet, flag discrepancies and prepare an email draft. A person still reviews and approves the result.

A safe way to introduce automation

1. Write down the steps you follow today.
2. Define the result you expect.
3. Run a trial using copies, not your only originals.
4. Compare the output with the manual process.
5. Only then allow the workflow to run regularly.