How Task Analysis Will Impact Your Approach to AI Automation

In the business world of perpetual change, the ability to adapt, optimize, and innovate is more than just a luxury—it's a necessity. One of the most transformative ways to achieve this is through Task-Level Analysis, a meticulous approach to understanding job roles and specific tasks. In this post, I delve into a step-by-step framework for conducting this analysis and discuss the many benefits, challenges, and inherent risks.

A Case in Point: Acme Inc.

Acme Inc., a prominent insurance company, serves as a perfect example. Following a comprehensive audit of tasks performed by their senior claims adjusters, the company discovered numerous opportunities for optimization. They can automate tasks such as data entry, standardized correspondence, and basic claims paperwork. Simultaneously, junior adjusters were trained to handle more complex yet repetitive claims decisions.

The result? Enhanced efficiency, elevated roles for senior staff, and considerable cost savings.

The Business Benefits

1. Operational Efficiency: Automation and task redistribution enable employees to focus on higher-impact activities. This often leads to an increase in customer service and reduced time-to-market.
2. Cost Savings: Efficient task delegation results in significant cost reductions, enabling capital to be reallocated to growth initiatives.
3. Competitive Advantage: Organizations that pioneer efficient operational models through task-level analysis are better positioned to dominate the market.
4. Employee Satisfaction: Elevating roles by removing routine tasks can dramatically improve job satisfaction, reducing turnover rates.
5. Scalability: The framework allows operations to grow without a substantial cost increase.
6. Focus on Core Competencies: Task-level analysis enables companies to hone in on their core activities by freeing up human capital.

A Methodical Approach

1. Task Identification: Catalog all tasks for each job role. Involve all stakeholders (leaders and employees) to ensure comprehensiveness.
2. Classification and Assessment: Classify tasks based on impact and evaluate the time, list of technical and power skills and level, and costs associated.
3. Automation and Offshoring Feasibility: Assess tasks for automation or offshoring potential.
4. Decision Matrix: Utilize a decision matrix to weigh options for in-house automation, offshoring, or retaining tasks (see template link below).
5. Beta Test: Implement a trial phase to assess the effectiveness of your strategy.
6. Review and Reassessment: Periodically revise your list to account for changes in technology and business objectives.

Cautionary Notes

While task-level analysis offers many benefits, it also comes with its own set of caution. The initial investment required for implementing automation or offshoring solutions can be substantial and may not yield immediate returns. Additionally, offshoring can introduce managerial complexities, potentially leading to a loss of control and affecting output quality. It's also critical to consider the social and reputational implications; automation and offshoring could result in domestic job losses, impacting your brand's reputation. Lastly, an over-reliance on technology or specific geopolitical regions can introduce operational vulnerabilities, making the business susceptible to software glitches, outages, or geopolitical instability .

Evidence-Based Validation

Leading consultancy firms like McKinsey and Deloitte have published research substantiating the effectiveness of task-level analysis, endorsing its value as a tool for operational optimization.

Task-level analysis isn't merely a cost-cutting tool; it's a multi-faceted strategy that offers extensive benefits and presents its challenges and risks. Achieving a balanced execution and committing to regular reassessment can unlock sustainable growth and resilience for any forward-thinking organization.

For those interested in executing task-level analysis, you can make a copy of my Task Analysis Spreadsheet template here .

Links to Research

• McKinsey Global Institute, 2017: Building workforce skills at scale to thrive during—and after—the COVID-19 crisis: https://www.mckinsey.com/~/media/mckinsey/featured%20insights/mckinsey%20global%20surveys/mckinsey-global-surveys-2021-a-year-in-review.pdf
• Deloitte Global Outsourcing Survey, 2020: 2020 Global Outsourcing Survey | Deloitte US: https://www.deloitte.com/global/en/services/consulting/perspectives/gx-global-outsourcing-survey.html
• Deloitte Global Shared Services Survey, 2017: Global Shared Services 2017 Survey Report - Deloitte: https://www2.deloitte.com/content/dam/Deloitte/us/Documents/process-and-operations/us-global-shared-services-report.pdf