How do you prepare for a business automation project?

You do not need to know code to start an automation project. You need to know how to describe what is happening in the business today. A description of one real inquiry, without personal details, often teaches more than a list of tools. The best preparation is to explain who starts the process, what happens next, where the team gets stuck, and what you would like to see at the end.

Describing one workday

Write a short path: "A client sends a message; an employee asks what is needed; waiting for an answer; copying details; transferring to a manager; the manager returns to the client." Mark where there is waiting, copying, or ambiguity. Do not try to solve every step yet. It is important to first see what really happens, including shortcuts the team has developed over time.

Collecting examples without exposing unnecessary information

It is recommended to bring several types of cases: a regular case, a case missing details, and an exceptional case. You can blur names, numbers, and sensitive details. Such examples help distinguish between a recurring rule and a situation that requires a human. If there is an existing document with instructions for the team, you can use it to understand the language and rules already operating in the business.

Practical example: "We need a bot"

This statement does not yet say what needs to be built. A more useful description is: "Inquiries arrive in the evening; in the morning, the employees do not know who has already received an answer; we want to collect the type of request and transfer it to the right person." Now it is possible to ask which channels are involved, what information is mandatory to receive, and what is the desired next step. The solution might be a bot, a form, an internal process change, or a combination of them.

What should be decided before proposing a solution?

Who is responsible for the process in the business? Which systems are used? Which permissions can be checked? Are there privacy or regulation limitations? What is a sign of success in a first attempt? You do not have to answer everything immediately, but it is worth knowing which answers are missing. This way, the conversation about budget and scope of work will be more grounded.

Want to start? Send BOT4U a description of one process as it occurs today, including one place where it gets stuck. There is no need to prepare a technical specification.