Process Readiness
0/6 complete
Identified the target workflow — you can name the specific process you want to automate, not just a vague area
Example: "invoice processing" not "finance stuff"Mapped the current workflow end-to-end — trigger, steps, decision points, exceptions, and output are documented
A flowchart, numbered list, or screen recording all workMeasured baseline metrics — you know how many hours/week this takes, how many people touch it, and the error rate
Even rough estimates are better than nothing. Track for one week if unsureDocumented exceptions and edge cases — you know what happens when things go wrong, not just the happy path
The edge cases are where most automation projects stallVerified the process works consistently — the manual process produces reliable, correct results today
Automating a broken process just delivers bad results fasterIdentified the human touchpoints to keep — you know which steps need human judgment vs. which are purely mechanical
Not everything should be automated. Decide this upfrontData Quality
0/5 complete
Data inputs are digital and structured — the information the workflow needs lives in a system, not on paper or in people's heads
Spreadsheets count. Post-it notes don'tData quality is acceptable — records are mostly complete, reasonably accurate, and consistently formatted
50+ duplicate records or fields that are blank 30%+ of the time? Fix data firstData sources are accessible via API or export — the tools involved can share data programmatically, not just through manual copy-paste
Check if your tools have APIs. Most modern SaaS does; legacy systems may notVolume is sufficient to justify automation — this workflow runs often enough that the time savings outweigh implementation cost
A task done once per month might not be worth automating. Once per day almost always isCompliance and privacy requirements are known — you understand what data can be processed, stored, and shared by automated systems
HIPAA, GDPR, SOC 2, or industry-specific rules may limit what you can automateTeam Alignment
0/5 complete
Executive sponsor identified — someone with budget authority is backing the project and will remove blockers
No sponsor = no budget, no priority, no successEnd users are on board — the people who do the work today understand why automation is happening and see the benefit to them
Automation imposed top-down without buy-in gets sabotaged. Talk to the team firstProject owner assigned — one person is responsible for requirements, testing, feedback, and post-launch monitoring
This person doesn't need to be technical — they need to know the workflow and care about the outcomeTeam has capacity for the transition — people can spend 2–5 hours over the project timeline on discovery, testing, and feedback
If the team is in crisis mode with no bandwidth, delay the project until things stabilizeChange management plan exists — you know how you'll communicate the change, train people, and handle the transition period
At 10 people this is a 5-minute chat. At 200 people it's a formal plan. Scale appropriatelyTooling & Integration
0/5 complete
Current tool stack documented — you can list every system involved in the target workflow (CRM, email, spreadsheets, etc.)
Include tools people forget: shared drives, email inboxes, Slack channels, manual spreadsheetsAPI access verified — you've confirmed that the tools involved have APIs, webhooks, or integration capabilities
Check your plan tier — some tools restrict API access to premium plansAdmin credentials available — someone has the access needed to set up integrations, create API keys, and configure webhooks
IT department approval may be needed. Start this early — it often takes longer than expectedNo upcoming tool migrations — you're not planning to switch CRM, email provider, or other key systems in the next 6 months
Automating against a tool you're about to replace is waste. Time the project after migrationsTest/staging environment available — you can test the automation without affecting real customers or live data
Even a separate spreadsheet or sandbox account counts. Never test on production firstBudget & Timeline
0/5 complete
Implementation budget approved — you have a specific dollar amount allocated for building the automation
Rule of thumb: 1–3 months of the labor cost the automation will saveOngoing costs accounted for — you've budgeted for monthly maintenance, tool subscriptions, and API usage costs
Plan 3–5% of implementation cost per month. Also check API pricing for high-volume workflowsTimeline is realistic — you've allocated 2–6 weeks for implementation, not expecting same-day magic
Simple workflows: 1–2 weeks. Cross-team with integrations: 4–6 weeks. Enterprise: 8–12 weeksROI target defined — you know what payback period and annual savings you're targeting
Use our ROI Calculator to model thisParallel run period planned — you've allowed time to run the automation alongside the manual process before cutting over
1–2 weeks of parallel running catches issues before they hit productionSuccess Metrics
0/4 complete
"Done" is defined — you can describe what success looks like in specific, measurable terms
Example: "Invoices processed in under 5 minutes instead of 45 minutes, with <2% error rate"Primary KPIs selected — you've chosen 2–3 metrics to track (time saved, error rate, throughput, cost reduction)
More than 3 primary metrics means you haven't prioritized. Pick the ones that matter mostBaseline measurements recorded — you have "before" numbers for each KPI so you can calculate improvement
Can't prove ROI without a baseline. One week of measurement is enoughReview cadence set — you've scheduled when you'll check results (weekly for first month, monthly after)
Automations that aren't monitored eventually break or drift from expected behaviorReady to start your automation project?
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