How do you design and document process automation workflows and standards?

When analyzing the current state and envisioning the future state, it is helpful to focus on the Job to be Done (JTBD). By focusing on the end goal of WHAT is to be accomplished, you are freed up to later focus on HOW to accomplish the goals, without being anchored in current state processes and dependencies.

Create detailed process maps and document workflow steps. Standardize by defining clear guidelines, use automation tools, and regularly update documentation for evolving efficiency and consistency.

A small business will benefit from automating repetitive processes that are essential, simple, and take away from its strategic tasks. Particularly if the process is repeated over and over by the same individual, the scope, purpose, and goals will be clearer to them. It is often advisable to automate these functions first because the process identification stage has usually already been completed by those performing the function. This way, those new to automation can develop skills and experience in the latter steps before moving to more challenging or less understood processes.

The first step is not just to identify a process, but to analyze its predictive potential and impact. I use journey mapping and data analysis to understand bottlenecks, risks, and opportunities. Tools like process mining and AI-driven analytics help to visualize hidden patterns and areas that can be automated.

Before automating, calculate the 'Cost of Doing Nothing'. Quantify the current process's hidden costs – think errors, delays, compliance risks, and missed opportunities. This often builds a stronger, more urgent business case than focusing solely on projected savings.

From my practice, I can say that the visual representation of the workflow is crucially important and too often neglected. The challenge arises when processes are only written in lengthy, salesy texts that become hard to follow and contain many inconsistencies by the middle. I understand that not every company has process specialists; however, even simple approaches like using stickers or drawing on the board can help to better understand it, identify gaps, and find better solutions.

It’s not enough to just design a workflow – it needs to be agile, scalable and adaptable. I use BPMN (Business Process Model and Notation) to standardize processes and ensure they are visible and understandable to all stakeholders. Plus, integrations with RPA and AI ensure that the design is automation-ready from the start.

Error handling, or "The Unhappy Path" are often overlooked, and typically cause large amounts of customer pain and technical debt.

Documentation cannot be a dead file! I use PLM (Process Lifecycle Management) to keep standards dynamic and automatically updated, ensuring that everyone involved always has access to the latest versions. In addition, integration with intelligent workflows allows documentation to be referenced directly in operational systems, avoiding manual processes.

Document the 'Why', not just the 'What' and 'How'. Briefly explain the reasoning behind crucial design choices, tool selections, or specific standard implementations (e.g., "Used API X for real-time data due to Y requirement"). This context is invaluable for future maintenance, troubleshooting, and evolution by different team members.

Optimizing a workflow is like tuning a musical instrument. For example, in an automated email campaign, you might test different subject lines or send times to see which gets the best open rate. This validation phase is essential, as it helps ensure your workflow is performing at its best. It's about making small tweaks based on data and feedback, and seeing the big impact those changes can have on your overall process efficiency.

Testing in a simulated environment (Digital Twins) allows you to validate the efficiency of the flow before real implementation, identifying possible failures or inefficiencies. The application of Lean Six Sigma and OKRs helps to measure the effectiveness of the flow based on real data and clear goals.

During validation, actively test the 'human fallback' or exception handling plan. Don't just test the happy path; simulate specific automation failures and verify that the documented manual intervention steps are clear, effective, and that the assigned personnel can actually execute them successfully under pressure.

Designing and documenting process automation workflows involves mapping out tasks, defining standards, and utilizing specialized software tools. In renewable energy, like offshore wind power projects, automation workflows streamline installation processes. Grid code compliance studies use software to automate data analysis and reporting. In manufacturing and battery storage, standardized workflows enhance efficiency and quality control. Comprehensive documentation ensures consistency and facilitates future improvements.

Don’t be afraid to rework your process once it is live. Oftentimes, there is a hesitancy to adjust a process that we worked very hard to create. But if the process does not fulfill the scope, purpose, and goals identified in the first step or meet the standards documented in the third step, the process will need to be at least edited, if not completely redone. There is no benefit in continuing to work as you have always worked simply because you have always done so. As long as you retain your focus on the goals, you will continue to improve your business functions with every process iteration.

Continuous monitoring is essential! Use Dynamic Dashboards (Power BI, Tableau, Pipefy Analytics) to analyze metrics in real time. In addition, predictive AI allows automatic configurations whenever inefficiency patterns are detected, ensuring continuous improvement without the need for manual intervention.