How to Identify When a Process Should Be Automated
Aug 19
3 min read
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Automation has become one of the most powerful ways for businesses to save time, reduce errors, and unlock growth. Yet many leaders still wonder:
How do I know if a process is worth automating?
The answer lies in spotting the right signals. When you learn to recognize them, you’ll see clear opportunities to streamline your operations.
Why Businesses Miss Automation Opportunities
Many businesses don’t even realize they have a problem. They assume their way of working is optimal because it’s what they’ve always done. In reality, they may be spending countless hours on manual steps that could be automated. These workarounds become habits, and over time inefficiencies blend into the background.
A task that started as a quick fix becomes routine, and soon entire teams are spending hours each week on manual work. What feels “normal” is actually wasted effort that eats into productivity.
Research from McKinsey suggests that around 60% of all occupations could automate at least one-third of their activities with existing technology. That means your business almost certainly has hidden inefficiencies. This article is meant to help you spot them and start addressing them.
Key Indicators That a Process Should Be Automated
Here are practical signs to watch for:
Copy/paste or Excel juggling Moving data between systems manually is slow and prone to errors. If your team is exporting, editing, and re-importing files, automation can connect the dots.
Tasks that happen often Processes that repeat daily, weekly, or monthly are strong candidates. Regular repetition makes the benefits of automation compound quickly.
Heavy manual data entry If employees are typing the same information into multiple systems, there’s likely a smarter way. This is one of the clearest signals that integration or automation will pay off.
Dependence on one person If a workflow breaks down when a key employee is absent, that’s a risk. Automated processes build consistency and reduce reliance on tribal knowledge.
Repetitive communications Routine emails, reminders, and updates can easily be templated and triggered automatically.
Frequent errors Human errors are common when people handle high-volume, detail-heavy tasks. Automation reduces mistakes by enforcing rules and consistency.
Simple rules, no judgment needed If a decision can be explained with “if this, then that,” it’s a great candidate. Save human attention for tasks that require judgment or creativity.
Disconnected systems When CRM, accounting, or scheduling tools don’t talk to each other, staff often waste time filling gaps. Automation can act as the bridge.
The Business Impact
Automating the right processes has measurable results:
Time savings: Staff can spend more hours on value-added activities instead of repetitive work.
Error reduction: Less manual handling means fewer mistakes.
Cost efficiency: Automations often pay for themselves by cutting labor costs or avoiding delays.
Employee satisfaction: Teams prefer focusing on meaningful work instead of mindless tasks.
A Deloitte survey found that 95% of organizations using automation see improved productivity. Even more compelling, many report that employees feel more engaged once routine tasks are taken off their plate.
How the SCALE Framework Helps
At Trificient Digital, we guide clients with our SCALE Framework:
Scan for opportunities across the business.
Collaborate with stakeholders to capture insights.
Automate workflows that drain time and create risk.
Leverage the right tools and platforms.
Evolve by refining and expanding as needs change.
This structured approach ensures automation is not just a quick fix but part of a sustainable digital strategy.
Final Thoughts
If you spot your team copying, retyping, or waiting on manual steps, that’s your first clue. The key is to view automation not as a tech upgrade but as an investment in efficiency, scalability, and resilience. With the right framework, even small businesses can unlock big gains.
