Diving into automation and AI for the first time can feel overwhelming, especially for beginners with possibly no prior exposure to the technology. With endless tools and promises of efficiency, it’s easy to get stuck wondering where to begin. The key isn’t to chase the flashiest solution—but to strategically identify the highest-impact, lowest-friction starting point for your business.
Here’s a step-by-step guide that could be helpful to both beginners and experienced users alike. Below we’ll take you through how to help analyze your current workflows, define your goals, and confidently choose where to start. If your entirely new, I’d start with our first post in this series, which defines some definitions and clarifies general concepts.
If you look closely at the photo next to this text, you’ll notice the lane numbering is messed up. That’s because it is AI generated and AI is not yet at the level people were worried about and will not be taking jobs anytime soon. You can read more here.
Step 1: Map Your Current Workflow
Before you make any changes, you need to understand how things work right now.
Ask yourself:
What are the key processes I rely on daily?
Where are delays, errors, or redundancies?
What’s costing the most time or money?
🛠️ Action Tip:
Use a whiteboard or a digital tool like Lucidchart or Miro to create a visual map of your current workflow. Note the steps, time taken, and who’s involved.
Step 2: Define Your Ideal Workflow
Now, envision your future state. What does a streamlined version of your workflow look like?
Consider:
What tasks could be automated?
Where can AI provide insights or support?
What would a smoother, more efficient process look like?
🛠️ Action Tip:
Map this ideal future state beside your current map. This gives you a clear comparison—and a goal to work toward.
3. Identify and Compare Implementation Options
With both your current and future states mapped, look at possible solutions and identify where automation or AI can make the most meaningful impact.
For each potential implementation:
What’s the expected ROI?
What’s the initial cost of investment?
How long will it take to implement?
What internal resources will be needed to get it done (people, training, IT support)?
How will this affect or improve team productivity?
Bonus consideration:
Whenever possible, ask your frontline workers about their current workflow experience. Their feedback provides valuable context and reveals pain points that leadership may not see.
Step 4: Calculate ROI to Support Your Choice
Choosing your first project isn’t just about instinct—it’s about the numbers.
🔢 Basic ROI Formula:
ROI = (Estimated Annual Benefit – Investment Cost) / Investment Cost
Consider:
Time saved (in labor hours)
Error reduction and fewer reworks
Faster turnaround times
Cost of licensing, tools, or training
📈 The best choice is one that shows real, measurable value in a reasonable timeframe.
Step 5: Don’t Skip Change Management
Tech adoption isn’t just about software—it’s about people.
Plan for:
Training and onboarding
Communicating the “why” behind the change
A rollout plan with room for feedback
Metrics to track success
🚀 Even the best tools fail without team buy-in and support.
Step 6: Other Key Considerations
A few more factors to weigh as you plan:
✅ Data Readiness – Do you have clean, usable data for AI to work with?
✅ Tool Compatibility – Will the solution integrate with what you already use?
✅ Scalability – Can this solution grow with your business?
✅ Support – Choose platforms with responsive customer support and solid documentation.
Special Considerations for Beginners
Getting started with automation and AI doesn’t have to be overwhelming. If you’re new to these tools, here are a few tips to help you move forward with confidence:
🔹 Start Small
Don’t try to automate everything at once. Begin with one simple, repetitive task that takes up unnecessary time. Small wins build momentum.
🔹 Choose User-Friendly Tools
Look for platforms with intuitive interfaces, great tutorials, and strong support. The right tool should make your life easier, not more complicated.
🔹 Keep It Simple
You don’t need complex solutions. Even basic automation—like auto-responders or scheduled emails—can save hours every week.
🔹 Set Clear, Measurable Goals
Know what success looks like. Whether it’s saving time, reducing errors, or improving response time, define the outcome you’re aiming for.
🔹 Involve Your Team
Talk to the people using the process every day. Their feedback can highlight pain points and help shape better automation decisions.
Bottom Line:
You don’t need to be a tech expert to start using automation or AI. With the right mindset and strategy, even small changes can lead to big results. Start where you are—and build from there.
Final Thoughts
You don’t need to be a tech expert to start using automation or AI—you just need a plan.
By mapping your current state, defining your ideal workflow, and analyzing the ROI of each option, you’ll set yourself up for smart, sustainable success.
💡 Start small. Start strategic. Start where it matters most.
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