Part 3. Practical Guide: Selecting and Prioritizing Processes for Digitalization and Automation

Selection Criteria for Potential Automation Processes 

 

Whether we are just beginning our digitalization and automation process or have already started working on it in a less structured way, it is necessary to establish the selection criteria based on which we will select the processes that will be modernized and possibly completely transformed through digitalization and automation. The most commonly used criteria are: 

 

a. Volume and Frequency

 

• Repetitive processes executed frequently are good candidates for automation. For example, in the finance and accounting department, it would be desirable to select processes that occur daily (payments, receipts, etc.) versus processes that occur monthly (reports). 
• Processes that operate with high transaction volumes are suitable for automation because humans handle large data volumes less effectively than computers, which process data quickly. 

 

 

b. Standardization and Predictability

 

• Processes with clear and well-defined rules are better suited for digitalization, and implementation will be easier and faster. 
• Workflows with sequential and logical steps can be digitized more quickly and at lower costs than processes that run in parallel or rely on multiple human decisions. 

 

 

c. Maturity and Stability

 

• Stable processes that are not frequently subject to change are also excellent candidates for digitalization and automation because they involve fewer adjustments over time. 
• Well-documented and understood workflows can be digitalized more easily because the process analysis is more straightforward, leading to fewer implementation roadblocks. 

 

 

d. Complexity of Decisions

 

• Tasks requiring decisions based on simple rules can be more easily algorithmized and then executed automatically. 
• Processes with limited branching options will be easier to implement versus complex processes with multiple dynamic conditions. 

 

 

e. Potential for Time Savings

 

• Processes that include many time-consuming activities when performed manually are excellent candidates for digitization and automation. 

 

 

f. Potential for Reducing Human Errors

 

• Processes involving tasks prone to errors, when performed manually, are suitable for automatic execution. 
• Processes requiring high precision and accuracy can also benefit significantly from digitalization and automation. 

 

 

g. Business Impact

 

• Processes contributing to strategic objectives are preferred. 
• Projects with a potentially high impact on customer and employee satisfaction are also successful candidates for digitalization. 

 

h. Technical Complexity

 

• Processes requiring integration with existing systems may be complex but offer greater benefits through digitalization and automation, by unlocking data flows between systems. 

 

 

 

Evaluating Processes for Digitization and Automation

 

After establishing evaluation criteria, determine which criteria are mandatory (must-have) and which are optional (nice-to-have). For optional criteria, establish their importance (e.g., on a scale of 1 to 5). Then follows the actual evaluation of processes, where each process is first assessed against the mandatory criteria, eliminating unsuitable candidates. The remaining processes are then evaluated against the optional criteria, and the score obtained will be weighted by the criterion’s importance. For the top five processes (based on score), conduct: 

 

a. Cost-Benefit Analysis

 

• Estimate the costs of implementing automation. 
• Calculate potential savings and long-term benefits. 
• Determine the return on investment (ROI) period. 

 

b. Risk Analysis

 

 

 

Methods for Prioritizing Processes Accepted After Evaluation 

 

The first method for prioritizing is the natural outcome of the proposed evaluation method, namely, the weighted priority score method, where processes are selected based on the calculated score while also considering the results of the cost-benefit and risk analyses. 

 

Other simpler options for evaluating and prioritizing processes could be the “Quick Wins” method, which suggests classifying them into four quadrants (a 2×2 matrix) based on potential impact and implementation effort: 

 

1. High impact, low effort (Quick Wins) 
2. High impact, high effort (Major Projects) 
3. Low impact, low effort (Quick Improvements) 
4. Low impact, high effort (Reevaluation) 

 

Start with processes in quadrant 1 to demonstrate the value of digitalization and automation and to gain stakeholder support for broader initiatives. 

 

We can also apply the iterative method, in which we first select simple processes and then gradually increase their complexity, adapting as we learn and gain trust and support. 

 

 

Conclusion 

 

Efficiently selecting and prioritizing processes for automation is fundamental to the success of digital transformation initiatives. By applying appropriate selection criteria, carefully evaluating each process, and using optimal prioritization methods, you ensure that resources are optimally allocated, achieve rapid tangible benefits, and support the realization of the organization’s strategic objectives.