What if we told you that just five steps could transform how your team works?
Not in theory, but in real, everyday ways.
Automation often sounds like something for ‘later’. Something you’ll look at when things calm down. But what if you stopped waiting for calm and instead set aside some focused time to make lasting improvements?
This is your guide to getting started, without being overwhelming, giving you simple steps to kick off your journey.
Step 1: Identify what’s holding you back
Start by asking yourself: “Where is time slipping through the cracks?”
Talk to your teams. Ask what’s slowing them down, what feels frustrating, and what they’d love to never do again. You’ll likely hear about things like:
- Manually entering invoice data
- Forwarding emails to the right person
- Uploading HR paperwork to multiple systems
- Copying and pasting info between forms
It’s not just about saving time, it’s about giving people their focus back. So, if it’s repetitive, manual, and unenjoyable, add it to the list. No idea is too small, and small wins add up fast.
Step 2: Map it out
Once you know what’s not working, it’s time to understand how those tasks actually flow.
“Do I know every step involved in this process and where things tend to go wrong?”
You don’t need fancy software here. Use Miro, a whiteboard, or even sticky notes. Just get it out of your head and onto something you can see. Start with one task. Ideally one that’s high volume but fairly simple and think of it as your test case.
Visualising the process will show you where automation could make a real impact. It will also help you see which steps are unnecessary or prone to delays.
Step 3: Begin researching tools
Now comes the question everyone asks, “What tool should I use?”
Finding the right fit is a process and we’re here to help you through it.
Start by linking your pain points to potential solutions. For example, can emailed documents go straight to files when they come in? You could start with tools like Microsoft Power Automate or Zapier if your business functions with Google or Slack.
But be aware …
Tools that seem simple and cheap at first can be outgrown quickly. Reworking them later can take more time and money than expected. If you’ve already set up basic automations and they’re no longer enough, or you want more from the process, it might be time to get support with more advanced workflows.
Check out some of our client work to see how we have helped others.
The key is to have a clear understanding of the automation you are adding to your workflow. What are the capabilities and limits? How does it integrate with your existing systems and the work your teams do daily?
So, before you start adding additional applications on, ask yourself “is this something an expert could save me time and money with?”
Step 4: Start getting people on board
Change is easier when people feel part of it.
“Have I spoken to the people this will impact most?”
Check in with IT, compliance, and the end users of the process you’re automating. Share what you’ve learned so far. Invite feedback. Show how automation can help with wider goals like improving service levels, hitting compliance targets, or reducing burnout.
When people understand the why, they’re far more likely to support the how, plus you might get a few valuable recommendations.
Step 5: Get planning
By now, you’ve spotted the problems, understood the process, explored tools and consulted your team. You’re ready to act.
Ask yourself “What would a successful rollout look like for us?”
You don’t need to overhaul everything at once. Start with a pilot area. Build out a clear plan:
- What’s your priority process?
- Who’s responsible for making it happen?
- What’s the timeline for testing and training?
- How will you measure success?
Keep things simple and realistic. And remember a smooth, low-risk rollout is completely possible with the right support and good commitment.
Let’s make it happen
Five steps to shift from “we should automate” to “we’ve started.” You’ve already done the hardest part: showing up with intention.
And here at Embrace, we turn that plan into action.
- Automate the parts of your business that are slowing you down
- Choose and tailor the right tools for your needs
- Train your team and support the change
Want to talk it through? Book a free consultation and let’s keep the momentum going.
And keep an eye out for the next blog in our automation series, because it’s all about how smart automation can make your team invaluable.