Assess the task before the tool
Describe the inputs, rules, expected result and frequency of exceptions. A poorly defined task may remain unreliable after automation. First check whether some steps or data entry can be removed.
Compare candidate tasks
Deadline reminders, request routing, file preparation and status updates are possible candidates. Compare frequency, time involved, data quality and the consequences of an error. These examples are not a promise of savings.
Plan for exceptions
Define blocked cases, alerts and human intervention. Sensitive decisions, payment approvals and personal data processing require appropriate scoping. Avoid automation that provides no visibility into its outcome.
Test and measure
Test normal, incomplete and erroneous cases before rollout. Monitor completion rates, rework and time spent handling exceptions. Compare results with the initial situation and adjust the system.
Practical context and sources
The methods presented are Ethadex working guidelines. Access to personal data and retention rules must reflect the processing involved and applicable obligations. The invoicing workflow must take the requirements applicable to the business into account.
Implementation checklist
- Describe the problem and the expected result.
- Identify the activities, people and data concerned.
- Clarify responsibilities and controls.
- Define resources and monitoring arrangements.
- Test, collect feedback and adjust.