Many business leaders jump straight to automation when looking to improve operations. It’s easy to get excited about new tools that promise to save time and cut costs. But here’s a key insight: automation can amplify problems if the underlying processes aren’t solid.
If you automate a flawed process, you simply get faster inefficiency. To truly improve, you must fix your systems first and then automate.
Why Process Fixing Comes Before Automation
Automation isn’t a magic button – it follow the rules you set. When your processes are:
- Undefined or inconsistent,
- Overly complex,
- Full of unnecessary steps,
Automation often locks in bad habits. For example, automating data entry won’t help if the data itself is inaccurate or incomplete.
Common Automation Pitfalls
- Automating errors: Mistakes built into the process become widespread.
- Wasting resources: Automating non-value-adding steps that could be removed.
- Employee frustration: Teams struggle with automated systems that don’t fit their workflow.
- Lack of flexibility: Rigid automation can slow adaptation to new challenges.
How to Fix Processes Before Automating
1. Document Your Current Process
Write down each step, decision point, and outcome. Talk to people who perform the tasks daily to uncover hidden inefficiencies.
2. Identify Bottlenecks and Waste
Look for delays, rework, unnecessary handoffs, or redundant steps. Ask:
- What’s slowing us down?
- Where do errors happen most often?
- Which steps add no value?
3. Redesign for Simplicity and Clarity
Simplify steps where possible. Clarify responsibilities and timelines. Remove or combine steps that don’t contribute to the goal.
4. Test the New Process Manually
Before automating, try the redesigned process without tools. Make sure it works well and that the team can follow it easily.
Where Automation Adds the Most Value
Once your process is solid, automation can:
- Reduce manual data entry.
- Trigger alerts and reminders automatically.
- Sync data between systems.
- Generate reports on demand.
- Streamline approvals with digital workflows.
The result? Faster, more reliable operations that free up people for strategic work.