Creativity and Process Automation

Process automation isn’t just for products. It's perfect for Management Systems too.

Here's a step-by-step guide to help you make a start on automating your management processes. Plus some of the common errors or pitfalls (where I’ve faceplanted in the past):

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1. Establish Objectives.? Define clear objectives for your project.

What do you want to achieve? What does success look like and what is the outcome?

Four to six objectives is good. Ten is too much and three will be just too big or generic.

How to make a start: Gather your team and brainstorm. Use SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) to ensure clarity. Make sure everyone understands the purpose of good objectives and their importance.

My past fails & hindsight:

1. Vague Objectives: Objectives may be too broad or unclear. Mitigation: Refine objectives using SMART criteria and ensure they are specific and measurable.
2. Lack of Buy-In: Team members might not be aligned with the objectives. Find things peopel are passionate about that cause them pain and want solving. Mitigation: Involve key players and influencers in the objective-setting process and communicate the what and clearly. What’s in it for me!

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2. Review your Processes.? Determine what can be automated.

Review your current management systems. Map the big picture, then zoom in and in several times to identify repetitive tasks and inefficiencies. Key questions to ask - What steps do we follow to do this task? Ask why do we do it that way x5 to get to the drivers behind why things happen in a certain way. What is real and what is wishful thinking?

How to do it: Conduct a thorough audit of your existing processes. Map out workflows and pinpoint tasks that are repetitive and/or time-consuming. Use tools like flowcharts or process mapping software to visualise these tasks. Anything that is not directly deliverable to a client should questioned, ideally minimised, stopped or automated away.

My past fails & hindsight:

1. Incomplete Assessment: Getting in amongst the weeds is hard work. It’s easy to miss out on key tasks that can be automated. Process mapping fatigue is your number one enemy. Mitigation: Involve team members who are familiar with the processes and those that aren't to query the process. Use detailed process mapping tools or post its, what ever is quickest. Split it up into sections. The devil is in the detail. 80:20 spend 80% of the time in good process mapping.
2. Resistance to Change: Employees may be resistant to automation, especially if they created the process you want to change and feel strong ownership. Mitigation: Communicate the benefits of automation and involve employees in the assessment process. Nobody is under worked these days, so it should be a dream to sell automation. Remember different people have different motivations so find the right approach to change for each person or group. The compelling sell.

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3. Identify Tasks. Determine your tasks & prioritize them based on importance, complexity, and time saved.

Focus on high-impact areas first and/or focus on quick simple wins first. If unsure choose those that are visible and painful first.

How to do it: List out all the tasks that can be automated. Assign a priority to each task based on its impact and complexity. Start with tasks that are easy to automate but offer significant time savings. They will be your advocates for influencing everyone this is working and positive.

My past fails & hindsight:

1. Overwhelming Task List: Too many tasks can be overwhelming. 150+ initiatives all running at the same time means little gets done and completed. ?Mitigation: Break down tasks into smaller, manageable chunks and prioritise based on impact. Start – Middle – End. Done (a Case Study issued) and onto the next one
2. Incorrect Prioritization: Beware of prioritising easy low-impact tasks, yes they might get done but no-one cares and slowly resources ebb away. Mitigation: Use criteria like time saved, importance and cost to prioritise tasks accurately. Use this data to report up the line.

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4. Develop Automation Plan. Outline each process step, tools to be used, resources needed, and timelines.

Create a detailed plan, don't forget to include the expected positive outcomes and benefits.

How to do it: Develop a comprehensive plan. Break down each process into smaller steps. Identify the tools and resources required for each step. Get expert help if needed, even if only AI. Set realistic timelines for implementation. Use project management software to track progress.

My past fails & hindsight:

1. Unclear Plan: Lack of detail in the plan can lead to confusion and commitment to provide time and energy. A good plan is a great internal sales document. Mitigation: Ensure the plan is comprehensive and includes all necessary details like steps, tools, and timelines. Resources needed and expected outcomes.
2. Unrealistic Timelines: Setting timelines that are too ambitious. If change is hard automation is even harder build in some generous float then aim to better it. Milestones are your best friend. Mitigation: Set realistic timelines by consulting with team members and considering potential obstacles.

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5. Implement Automation. Implement each element of the plan slowly checking as you go.

Execute your plan step-by-step. No one will thank you for rushing in and breaking a system that works for one that doesn't even if it is inefficient.

How to do it: Follow your plan meticulously. Use the identified tools and resources to automate each task. Test each automation to ensure it works correctly before moving to the next step. Make adjustments as needed. Test, Test and Test again.

My past fails & hindsight:

1. Technical Issues: Unexpected technical problems may arise, automation is rife with unintended consequences. Mitigation: Have a dedicated technical support team full of enthusiasm and good will ready to address issues promptly. Do not go down the blame game.
2. Lack of Training: Employees may struggle with new automation tools. Training always get left as an after thought. Make it a fore-thought. Mitigation: Provide thorough training and support for all. Everyone needs to delighted not just comfortable with the new tools or way of working. Build Trust.

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6. Monitor Performance. Monitor the performance of the automated processes and optimise them as needed.

Regularly check if your new way of working is still meeting the objectives.

How to do it: Set up key performance indicators (KPIs) to measure the success of the automated processes. In two words – Automated Dashboards! Monitor these KPIs regularly. Collect feedback from your team and make improvements where necessary. Use analytics tools to track performance….and celebrate success. Get into the virtue loop of Performance = Prizes & then Prizes = Performance.

My past fails & hindsight:

1. Ignoring Feedback: Not seeking user feedback can lead to missed improvements or little problems go un-escalated. People often suffer in silence. Mitigation: Regularly ask for and act on feedback from everyone. Not a feedback form, but speaking 121.
2. Inadequate Monitoring: Failing to monitor performance consistently. Life moves on and the next thing is already running late. The Done / Next mentality. Mitigation: Establish a regular monitoring schedule and use analytics tools to track performance continuously…for ever. Think Automated and Quarterly.

?One final thought - Don't make an industry out of Reporting. People are busy too many automated reports quickly become mood music and never get looked at or listened to.

Not sure where to start?

Here are six areas where you can start your automation journey:

1. Customer Support. Use chatbots and automated email responses to handle common queries and provide instant support to customers. Be brave. If you want a place to start, put a chatbot in your internal ISO processes to help your people navigate your systems.
2. Invoice Processing. Automate the creation, sending, and tracking of invoices to ensure timely payments and reduce manual errors. Your probably doing this already now…link the data into your Operational Project Management Systems, CRMs to gain new actionable insights.
3. Employee Onboarding. Implement an automated onboarding process to welcome new hires, complete paperwork, and provide necessary training resources.
4. Project Closing and Reporting. Streamline the project close out process by automating final report generation, case study data collection, and documentation archiving.
5. Data entry. Use automation tools to reuse the same data across as many systems as possible. Data entry only once is your objective. How many times do you have to type a Project name or number? All wasted time and effort.
6. Expense Management. Automate expense report submission, approval processes, and reimbursement to reduce time, effort and manual errors and expedite financial workflows.

CTA – Pick one of the above, anyone will do and start an automation conversation.

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Still need help? Reach out to Couler, we will be there to assist. The Automatic Choice.