Workflow Audit Guide
Before automating anything, you need to understand what you're automating. This guide walks you through a systematic approach to identifying high-impact automation opportunities.
The Automation Opportunity Matrix
Not every process should be automated. Use this matrix to evaluate candidates:
Quick Wins (High Frequency, Low Complexity): Automate these first AI Agent Candidates (High Frequency, High Complexity): Worth the investment Evaluate Carefully (Low Frequency, High Complexity): May not justify automation cost Simplify First (Low Frequency, Low Complexity): Consider eliminating instead
The Five Signs of Automation-Ready Tasks
1. Copy-Paste Syndrome
Any time someone copies data from one system to another, that's automation waiting to happen.
Examples:
- Copying form submissions into a spreadsheet
- Re-entering customer info between CRM and billing
- Moving data from emails to project management tools
2. Calendar-Triggered Actions
Tasks that happen on a schedule are perfect for automation.
Examples:
- Weekly report generation
- Monthly invoice reminders
- Quarterly compliance checks
- Daily backup routines
3. If-Then Decisions
When the decision logic is clear and consistent, machines can handle it.
Examples:
- Routing support tickets by category
- Approving requests under a dollar threshold
- Sending different responses based on inquiry type
- Escalating issues based on severity
4. Status Updates
Keeping people informed about progress is tedious for humans but trivial for software.
Examples:
- Order status notifications
- Project milestone alerts
- Approval workflow updates
- Deadline reminders
5. Data Gathering
Collecting information from multiple sources is time-consuming but automatable.
Examples:
- Compiling reports from multiple departments
- Aggregating competitor pricing
- Gathering feedback from multiple channels
- Monitoring mentions across platforms
Conducting Your Workflow Audit
Step 1: Process Inventory
For one week, have team members log every repetitive task using this format:
| Task | Time Spent | Frequency | Systems Used | Pain Level (1-5) |
|---|---|---|---|---|
| Example: Enter new member info | 15 min | 5x daily | Website, CRM, Email | 4 |
Step 2: Calculate the Hidden Cost
Use this formula to understand the true cost of manual work:
Annual Cost = (Time per task) × (Frequency per year) × (Hourly labor cost) × (1.3 overhead multiplier)
Example:
- 15 minutes per task
- 5 times daily = 1,250 times per year
- $25/hour labor cost
- 1.3 overhead multiplier
Annual Cost = 0.25 × 1,250 × $25 × 1.3 = $10,156
That's over $10,000 spent on one repetitive task.
Step 3: Map the Process
Before automating, document the current state:
- Trigger: What initiates this task?
- Inputs: What information is needed?
- Steps: What actions are taken?
- Decisions: What choices are made along the way?
- Outputs: What is produced?
- Handoffs: Who else is involved?
Step 4: Identify Friction Points
Look for these red flags:
- Waiting: Time spent waiting for approvals or information
- Rework: Tasks that frequently need to be redone
- Workarounds: Unofficial processes people use to get things done
- Exceptions: How often do things not go the standard route?
- Bottlenecks: Where do things pile up?
Prioritization Framework
Score each automation candidate on these dimensions:
| Factor | Weight | Score (1-5) |
|---|---|---|
| Time Savings | 30% | |
| Error Reduction | 20% | |
| Employee Satisfaction | 15% | |
| Customer Impact | 20% | |
| Implementation Ease | 15% |
Weighted Score = Sum of (Weight × Score)
Focus on opportunities scoring 3.5 or higher first.
Common Automation Opportunities by Department
Operations
- Inventory alerts and reordering
- Scheduling and calendar management
- Vendor communication workflows
- Quality control checklists
Customer Service
- Ticket routing and initial response
- FAQ responses and knowledge base updates
- Follow-up scheduling
- Satisfaction survey distribution
Finance
- Invoice processing and reminders
- Expense report routing
- Payment confirmations
- Budget variance alerts
HR & Administration
- Onboarding task sequences
- Time-off request processing
- Document collection and filing
- Anniversary and milestone recognitions
Marketing & Communications
- Social media scheduling
- Email campaign triggers
- Lead scoring and routing
- Content distribution
The "Start Small, Scale Fast" Approach
- Pick one process from your highest-scoring candidates
- Automate 80% - don't try to handle every edge case
- Measure the results for 30 days
- Iterate and improve based on real data
- Document and share the success
- Move to the next opportunity
Warning Signs to Watch For
Don't automate if:
- The process changes frequently
- Success requires human judgment and empathy
- Errors would be catastrophic or irreversible
- The underlying process is broken (fix it first)
- Nobody understands how the current process works
Next Steps
- Conduct a one-week task logging exercise with your team
- Calculate the annual cost of your top 5 repetitive tasks
- Map your highest-cost process in detail
- Score opportunities using the prioritization framework
- Select your first automation candidate