Process automation for business leaders: where to start & what to avoid
You’ve seen it before: a client onboarding takes days instead of hours, invoices get lost in long email chains, and compliance checks turn into a paper chase. Manual processes aren’t always the problem. It’s just that growth makes their limits harder to work around.
According to recent data, 88% of small business leaders say automation gives them the edge they need to compete with larger firms. It’s no wonder that business process automation has become a priority for organisations that want to stay competitive.
This guide to process automation will help you modernise business operations. We'll explore the reasons to automate, identify which processes to target, outline a strategic approach, and highlight common pitfalls to avoid.
Understand the ‘Why’ before you start
Before jumping into automation, it's essential to get clear on why we automate business processes. Process automation means using technology to handle repeatable tasks that follow the same steps every time and don’t need complex human judgment.
But automation isn’t just about “going digital.” The real value lies in working smarter. Done right, it reduces manual admin, cuts down on errors, improves consistency, and helps teams make decisions faster. It also supports compliance by keeping audit trails clean and data accurate.
How to Know You’re Ready to Automate:
Your team is tied up with repetitive admin work
You're tracking things manually—spreadsheets, paper forms, or email chains
Mistakes creep in due to manual data entry
Workflows vary from person to person or team to team
You've digitised some parts, but things still feel clunky
If two or more of these sound familiar, it’s probably a good time to start exploring automation carefully and with a plan.
What should you automate?
When you automate business processes, starting with high-impact, low-risk tasks is best. These are the tasks that take time, don’t require creative decision-making, and occur frequently.
Example processes that can be automated:
Appointment scheduling
Invoice processing
Employee onboarding
Inventory tracking
To help identify high-impact, low-risk business processes for automation, you might find it helpful to adopt a simple prioritisation method like the MoSCoW. This method breaks things down into Must-haves, Should-haves, Could-haves, and Won’t-haves. It helps you clarify what really matters and what can wait.
While originally designed for product and project planning, it works just as well as a starting point for evaluating automation projects. They support clearer thinking, so you’re not just choosing what’s easy but what’s actually worth doing.
With the right prioritisation, your business process automation effort can yield meaningful results quickly.
How do you plan process automation properly?
Once you know what to automate, the next step is building a smart and sustainable automation strategy.
Step 1: Understand the current state
Start by mapping out each workflow from beginning to end. This kind of mapping is often the first step toward business process optimisation, helping you spot inefficiencies you might otherwise miss.
While you're at it, take stock of any existing automation. Are those tools actually saving time? Do they align with your current goals, or are they just adding noise? You can talk to the people who actually carry out the tasks. They often have the best insights into what works, what doesn’t, and what’s truly time-consuming.
Step 2: Define the automation vision
With a clearer picture of your current set-up, it’s time to define what success looks like.
Do you want to reduce errors? Speed up turnaround times? Free up your team’s focus for more strategic work? Whatever your goals, write them down.
From there, create a realistic automation roadmap: what will you automate first, who’s responsible, and when will it happen?
And just as important, start building an automation-first mindset in your team. Automation isn’t about replacing people; it’s about helping them do their best work.
Step 3: Implement the strategy
The tools you choose will make or break your automation strategy. Look for platforms that meet your functional needs and comply with any industry standards, especially if you're working in regulated sectors.
Once you're set-up, start small. A focused pilot project lets you test ideas, spot issues early, and build confidence. Make sure your team is also supported with training and clear guidance along the way.
Finally, measure what matters. Even minor tweaks can lead to meaningful gains, so keep reviewing and refining your approach.
What should you be careful of?
Even the best-laid plans can hit bumps. Here are a few things worth watching out for:
Automating a broken process If a process is unclear or messy, automation won’t fix it; it will just lock in the chaos. Take the time to streamline and clarify the process before automating it. Without this, you risk amplifying inefficiencies.
Skipping change management Automation impacts the people who carry out tasks, not just the tasks themselves. Involve your team early on by offering training and answering any questions they may have. Open communication helps ensure a smoother transition and greater buy-in.
No internal ownership
Every automation project should have a named owner. This person will be responsible for monitoring, updating, and refining the process over time. Without this role, automation can quickly fall out of alignment with your goals.
Ignoring ROI tracking
Without tracking the return on investment, it isn’t easy to know if automation works as expected. Set clear goals and measure progress regularly to ensure your automation efforts deliver tangible benefits.
Overengineering too soon
Start simple. Complex systems can slow things down, especially if you haven’t yet proven the value of automation in your business. Build a scalable solution, starting small and refining it as you gain insights from real-world use.
Neglecting compliance
In regulated industries, your automation tools must support compliance requirements. Ensure that the tools you choose offer data privacy, security, and audit capabilities that align with your legal obligations.
Modernising your operations doesn’t mean overhauling everything at once. Business process automation works best when it’s done with clarity, purpose, and patience. By understanding your current workflows, setting measurable goals, and selecting the right tools, you lay the groundwork for business process optimisation and lasting improvements.
If you're ready to refine your operations or want a fresh perspective on your automation approach, we can assist. Adapt Digital supports your team in applying automation that works with your existing processes.
