1. Walk through the current steps
Identify the trigger, records, staff checks and handoffs. Record the unusual cases people already handle manually.
From a repeated task to a working flow
Agree on the rule and the exception before connecting systems.
A first scope should remove a clear piece of repeated handling and leave the result easy to check.
2. Define the intended result
Agree on required fields, routing, ownership and what closes the task. Name conditions that should pause or reject the automation.
3. Build and test a bounded flow
Use controlled records to check success, incomplete inputs and unavailable systems. Test repeated delivery so it does not create an unintended second task or message.
4. Pilot and hand over
Release to an agreed group and review incomplete work. Leave the rules, operating instructions, recovery limits and support owner with the process.
Measure the work that remains.
Review manual corrections and exceptions alongside completed tasks. Use the planning guide.