Automation

When to automate

Automation pays off on work that repeats: a daily report, the month-end actual versus budget recalculation. A one-off task is faster done by hand than built into an automation.

The test is: does it repeat?

Not whether the task is annoying. Whether it happens again, on a schedule or a trigger, in roughly the same shape each time. The Friday supplier payment run repeats. Cleaning up one bad data import happens once. Automate the first. Do the second by hand and move on.

A one-off is cheaper by hand

Automating something you will do once means building it, testing it, and writing it down, for a tool that then has no second use. That is almost always slower than just doing the task.

The exception is a one-off so large it is really thousands of small repeats, like migrating ten thousand records. There the record is the unit that repeats, and automation earns its place.

Repeatable work adds up, both ways

A process you run fifty times a year is fifty chances to skip a step, fifty evenings someone loses to it, fifty places a number gets mistyped. Automate it once and all fifty improve together. Leave it manual and that cost is paid again every month, quietly, for as long as the business runs.

What to automate first

Not the hardest task. The one that repeats, runs on clear rules rather than judgement, and is currently held up by one person. An invoice raised from a delivery note. A weekly report someone rebuilds by hand. The reminder that only goes out when somebody remembers.

Start there, prove it works, then take the next one. If you are not sure which of your processes clear that bar, our free operations check lists the twelve we look at first. Most of the wins are duller and closer than people expect.

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Questions

Frequently asked.

How do I know if a task is worth automating?
It recurs on a schedule or a trigger, the steps follow clear rules rather than judgement, and a person is currently the bottleneck. If it only happens once, do it by hand.
We only run this monthly. Is that repeatable enough?
Yes. Monthly is twelve times a year: twelve chances for a missed step and twelve evenings spent. Anything that recurs on a known rhythm counts as repeatable.
Should we automate a big one-time data cleanup?
Usually not, unless it is large enough that the individual record is the repeating unit, thousands of rows. Then automating the per-record step pays off. A small one-off is faster by hand.

Start here

Not sure where you stand?

Run the free 12-question operations check yourself, or tell us what you want to get running and we'll set up a short, no-pressure call.

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