Before you automate, choose the right first task.

The best first automation is usually a repeated, understandable piece of work. It has an owner, a clear input and a result someone can check.

Start there, before comparing tools. A complicated process does not become a good process simply because it runs faster.

1. Write down what actually happens

Choose one recent example and follow it from start to finish. Where did the request arrive? Who copied it elsewhere? What information was missing? Who decided it was ready?

A simple list is enough: enquiry received → details checked → owner assigned → response drafted → response approved → sent and recorded. Include the awkward cases, not just the ideal route.

2. Separate repetition from judgement

Copying an approved field into a template is different from deciding what a customer should be promised. Sorting incoming work can help a person prioritise; it should not silently become a decision about eligibility, price or a binding commitment.

Make the human decision visible. Write down who checks the output, what they check and what happens if they disagree.

3. Check the information before choosing the tool

List the systems and documents involved. Confirm who may access each one, whether it is current and what can be shared. Do not upload confidential records to a new tool just to see what it does.

For drafting, separate approved facts from suggestions. Ask for source references where possible and make missing information obvious. A fluent answer is not evidence that the information is correct.

4. Define a small, checkable outcome

Choose a result such as “prepare a draft weekly report from these approved updates”. Avoid a brief such as “automate our operations”. Agree the inputs, output, reviewer, exceptions and what is outside the scope.

Record how the process works today. After a trial, compare the time required, correction effort and ease of use with the people doing the work. Do not assume a faster first draft means less total work.

5. Plan for a failed or incomplete run

What happens when an attachment is missing, a service is unavailable or a result looks wrong? Someone should be notified, the original information should remain available and the team should know how to continue manually.

Keep the first step proportionate

You may discover that a better template or clearer ownership solves the immediate problem. That is a useful outcome too. Introduce automation where it supports a process you understand, and document the handover so the team can use it confidently.

A practical guide by Ansel Studios. Adapt the checklist to your team, tools and permissions.