VSEs Need a Suite of Tools and a Plan to Scale Impact Without Headcount. [Hint: Gen AI is NOT on my list.]

For Very Small Enterprises, a blocker with automating higher percentages of processes is that many processes don't repeat the same way, are not in high volume, and require teams to create, validate and achieve stakeholder alignment. Think of items like complex analysis, reports, contracts or briefs.

To make matters a bit more challenging, these processes are built by teams and parts can be standardized to a point but flex with different circumstances or stakeholders.

To manage automating higher percentages of your firm processes, you'll need a suite of tools to deploy a broader range of capabilities and a bit of strategy to get the value out of creating capacity to get the most from your resources.

Hopefully, this content gets you started. Oh, and Chat GPT can't solve this one!

Analysis of Automating Processes Involving Team Thinking, Validation, Collaboration, and Group Decision-Making

Automating processes that involve significant team thinking, validation, collaboration, and group decision-making can be complex, but it is achievable with the right tools and strategies. This analysis will compare different tools and their capabilities, focusing on facilitation, collaboration, and execution.

Key Considerations for Deep Automation

Let's first define what we mean by the capabilities we need to automate end-to-end.

1. Facilitation: Tools that can streamline and guide team discussions and decision-making processes.

2. Collaboration: Features that enable real-time communication, document sharing, and joint editing.

3. Execution: Automation of routine tasks to free up time for strategic decision-making. These tools actually, you know, do the automating.

Tools and Their Capabilities

Detailed Tool Analysis

1. Microsoft Teams

- Facilitation: Teams provides comprehensive meeting management tools, including moderation, breakout rooms, and recording capabilities. It can facilitate structured discussions and follow-ups.

- Collaboration: Offers robust real-time collaboration features, including chat, video conferencing, and integration with Office 365 for document sharing and joint editing.

- Execution: Integrates with Power Automate to automate repetitive tasks like meeting scheduling, follow-up reminders, and document sharing.

- Best Use Cases: Continuous team collaboration, detailed project management, and remote work facilitation.

2. Slack

- Facilitation: Channels can be used to organize discussions by topic, project, or team, enabling focused conversations.

- Collaboration: Provides real-time messaging, file sharing, and integration with numerous third-party apps like Google Drive, Dropbox, and Asana.

- Execution: Bots and integrations can automate routine tasks such as notifications, reminders, and data updates.

- Best Use Cases: Rapid communication, dynamic team collaboration, and environments needing quick information sharing.

3. Asana

- Facilitation: Task assignment and timeline views help in structuring and tracking team activities.

- Collaboration: Comments, attachments, and project updates ensure all team members stay informed.

- Execution: Asana’s automation features (Rules) help in managing tasks such as assigning work, setting due dates, and updating statuses.

- Best Use Cases: Project management, task tracking, and detailed planning processes.

4. Trello

- Facilitation: Uses a card and board system that visually represents tasks and workflows, making it easy to manage and prioritize.

- Collaboration: Allows for comments, attachments, and due dates on each card, promoting transparency and communication.

- Execution: Power-Ups enhance functionality by integrating with other tools like Slack, Google Drive, and Evernote.

- Best Use Cases: Visual project tracking, small team collaboration, and agile project management.

5. Miro

- Facilitation: Digital whiteboards support brainstorming, planning, and mapping out complex processes.

- Collaboration: Real-time collaboration with features like sticky notes, drawing tools, and video chat integration.

- Execution: Can be integrated with task management tools to move ideas from planning to execution.

- Best Use Cases: Creative brainstorming, strategic planning, and collaborative workshops.

6. Zapier

- Facilitation: Limited in direct facilitation but excels in connecting apps to automate workflows.

- Collaboration: Provides automation that enhances collaboration by linking various tools used by different team members.

- Execution: Automates tasks such as data entry, notifications, and updates across multiple applications.

- Best Use Cases: Automation of routine processes, connecting disparate systems, and ensuring data consistency.

7. Bizagi

- Facilitation: Enables detailed process modeling with BPMN, allowing for clear visualization of complex workflows.

- Collaboration: Supports collaboration through shared process diagrams and workflow monitoring.

- Execution: Automates end-to-end processes, from initiation to completion, ensuring efficiency and compliance.

- Best Use Cases: Detailed process management, regulatory compliance, and workflow automation in medium-sized firms.

Tools Are Nothing Without a Plan

1. Phase 1: Process Identification and Mapping

- Use Miro or Bizagi to map out existing processes and identify key steps requiring automation or improvement.

- Conduct team workshops using Miro to ensure all team members contribute to process mapping.

2. Phase 2: KPI Development and Baseline Measurement

- Develop KPIs to measure process efficiency, using Trello or Asana to track progress.

- Establish baseline measurements for current performance.

3. Phase 3: Pilot Automation Projects

- Identify high-impact processes for automation.

- Implement pilot projects using Zapier for simple automations or UiPath for more complex tasks.

- Monitor results and gather feedback using Slack or Microsoft Teams.

4. Phase 4: Full-Scale Implementation

- Roll out successful pilot projects across the organization.

- Use Asana or Trello to manage tasks and ensure all team members are aligned.

5. Phase 5: Continuous Improvement

- Apply Lean Six Sigma principles to continuously refine and improve processes.

- Use KPI dashboards to track performance and identify areas for further optimization.

Conclusion

There it is. Your automation roadmap for smaller firms to not just crank out content, but to automate the work that drives your revenue. Don't get stopped by complexity. Use the above tools and processes to successfully automate processes involving team thinking, validation, collaboration, and group decision-making. Empower your team to improve efficiency, enhance collaboration, and drive high-value work within your organization.