Automation is a buzzword that gets thrown around a lot these days. While it’s great when used correctly, it can be frustrating when it’s misapplied or referenced in situations where true automation isn’t actually happening. Nonetheless, automation has undeniably become a key part of modern business operations. From streamlining processes to saving billions of dollars every year, automation frees people up to focus on more strategic and valuable tasks, leaving the mundane work to machines. And when implemented properly, automation reduces human error, making processes more efficient and reliable.
However, despite its vast potential, some processes are simply difficult—if not impossible—to automate, no matter how advanced the technology. For example, consider trying to build a Salesforce report that runs daily to capture complex market shifts, track competitor activity, or monitor regulatory changes. While you could technically code your way around some of these challenges, automating such dynamic and nuanced reporting remains a challenge. Similarly, technical constraints or system limitations often hinder automation, especially when systems don’t communicate with one another seamlessly.
As frustrating as it can be when automation isn’t immediately possible, it doesn’t mean you’re completely out of options. I’ve found that even in situations where full automation seems impossible, there are still plenty of ways to streamline workflows and make the process more efficient. Here’s how I approach it, along with a few solutions that have worked for me.
Solutions When Automation Isn’t Feasible
1. Manual Scheduling for Critical Reports
If you have access to a system but automation isn’t possible, schedule the report to be pulled manually at a specific time each week, month, or quarter. Consistency is key—set a calendar reminder for yourself (or a colleague) to pull the report at the same time regularly. This method is simple but ensures the task gets done even without automation.
2. Empowering Others to Handle the Reporting
If the data you need is in a system you don’t have direct access to, or if you need data from someone else, consider finding a way to notify them and give them the responsibility of pulling the report. By setting clear expectations and creating a self-reporting system, you can get the data you need without directly managing every step.
3. Documenting the Process
One thing I’ve learned the hard way is to document everything. Clearly outline the steps for pulling reports, processing data, or notifying managers. By creating detailed instructions, you ensure that the next person in your position can easily pick up the process without confusion. It’s a small step that saves tons of time in the long run.
4. Automation by Deletion
Not everything needs to be automated. Sometimes, the best way to streamline your workload is to simply ask: “Do people actually need this report or data?” If the answer is no, get rid of it! Removing unnecessary processes is a form of automation in itself, as it frees up time for more valuable work.
5. Leverage Power Automate and Vendor Solutions
For those working within the Microsoft ecosystem, Power Automate is a powerful tool to consider. It may not solve every automation challenge, but it can handle a variety of tasks, including automating workflows and connecting systems. Additionally, vendor solutions like MoveIT and Automation Anywhere are robust platforms offering many features, including integration with other tools and custom workflows that can automate much of the tedious work.
6. Generative AI and Python
With the rise of Generative AI and advanced tools like Python, even non-technical users can now automate tasks that once seemed out of reach. AI can generate code, and Python scripts have become more accessible than ever, making it easier to automate tasks without needing deep technical expertise. It’s worth exploring these tools to see if they can help solve your challenges.
7. Evaluate Cost vs. Benefit
When deciding whether to automate a task, consider the cost and time investment required to build the automated flow against the time it would save in the long term. If the time and resources to automate don’t provide a reasonable return on investment, it might be more efficient to stick with the manual process, at least for now.
When Manual is Best
Sometimes, things are still done manually for a reason. I’ve noticed that as you move up the organizational hierarchy, the further you get from technical teams, the more manual processes you encounter. Upper management often needs to track unique data points that don’t exist within systems or need a set of eyes on them before they are finalized. Some reports need to be pulled from multiple sources or require significant human intervention before they can be finalized. Despite the best efforts to automate, these tasks often remain a manual process for good reason.
Conclusion: Embrace the Human Touch
While automation is an invaluable tool in modern business, not everything can—or should—be automated. If you find yourself facing technical or organizational barriers to automation, don’t be discouraged. Sometimes, adding a human touch to the process can be just as effective, if not more so. The key is to continuously evaluate your workflow, find ways to streamline wherever possible, and embrace both automation and manual processes where they make the most sense for your organization.