How to Identify Business Processes Worth Automating

A task being repetitive is a reason to investigate automation, rather than a complete business case. The useful question is whether a defined change can improve an operating process without creating more exception handling, risk or maintenance than it removes.

Start with a process people already understand. If nobody can explain why an approval exists, clarify that rule before building software around it.

Look for observable friction

Useful candidates include copying the same data between tools, preparing recurring reports, routing requests and checking that required information is present. Ask staff where work waits, what they retype and which corrections recur.

For each candidate, record the trigger, inputs, owner, steps, outputs and exceptions. Count completed tasks over a representative period and measure active handling time separately from elapsed waiting time. A task taking two days to approve may involve only a few minutes of work; automation will not necessarily remove the delay unless it changes the approval handoff.

Check suitability before estimating benefits

A bounded task is easier to automate when inputs are available, rules are explicit and outcomes can be checked. Frequent judgement, inconsistent documents or costly mistakes increase complexity. Improve input quality and simplify the process before adding sophisticated automation.

Approval workflows need special care. A system can route a request and check a threshold while a responsible person reviews exceptions. Define who can override a recommendation, how reasons are recorded and what happens when the normal approver is absent.

Calculate released capacity honestly

Suppose a team performs 200 invoice checks each month, taking 10 minutes per check. Current handling time is 200 × 10 ÷ 60 = 33.33 hours per month. Assuming half that time can be recovered gives about 16.67 hours of released capacity. At GHS 50 per hour, its gross labour value is approximately GHS 833.33 per month, calculated before rounding the hours.

These are illustrative assumptions, not measured savings or a cash forecast. If salaries stay the same, payroll expense may not fall. The benefit could instead be more capacity for resolving exceptions or serving customers. Confirm what staff will do with the recovered time.

Include the costs that continue after launch

Consider implementation, integration, training, maintenance, subscription fees, monitoring and manual exception review. A simple monthly comparison subtracts recurring operating costs from gross labour value. Dividing implementation cost by a positive monthly net estimate gives an indicative payback period. It is not a full investment appraisal and does not account for every tax, financing, risk or timing factor.

If the estimate is negative, or important costs are unknown, show that clearly. Do not turn an incomplete calculation into a confident return-on-investment claim.

Use errors as evidence, not automatic extra savings

An error percentage can help prioritise investigation, but an error's consequence depends on the work. Distinguish a harmless correction from a payment or access-control mistake. Do not count error-related time twice if it is already included in the handling-time estimate.

The Automation Opportunity Analyzer makes a local, assumption-based comparison. Its suitability score is a transparent heuristic, not a validated prediction. Use the readable report to discuss assumptions with the process owner, then verify them against real observations.

Pilot and keep people in control

Choose a limited scope, define success and failure conditions, and keep a manual fallback. Test ordinary cases, missing data, duplicate requests and rejected approvals. Compare actual results with the baseline after the pilot. Assign ownership for monitoring and rule changes.

Use the Business Workflow Mapper to explore the process first, or discuss an automation assessment with TEYSYS. A worthwhile outcome is a process the team can operate and improve, with the limitations understood.