The TrilloBytes field guide · Free resource
Make the case for your next automation.
Start with one repeated task. Work out where the time goes, what should stay under human control, and whether the improvement is worth building.
01 / Size the opportunity
How much time could you get back?
Use the total weekly volume across your team. The estimate measures staff capacity, not guaranteed cash savings. All calculations happen in your browser.
Monthly hours saved = weekly repetitions × minutes ÷ 60 × (52 ÷ 12) × time saved %. Multiply those hours by staff cost for the value of capacity released. Subtract software, maintenance and implementation costs separately.
02 / Map before you build
A workflow worth automating.
Use these six questions in your next planning session. Write down the answers with the people who actually do the work.
Define the trigger and finish line.
For example: a website enquiry arrives; the job is complete when the CRM has an owner and a follow-up task. Avoid automating an entire department in one project. Asana’s process mapping guide offers examples for sketching the steps and handoffs.
Count the work as it happens.
Track a representative week. Record volume, handling time, rework and exceptions. Use that baseline in the calculator instead of assuming every task takes the same time.
Name the system of record.
Decide where customer details belong, which fields are required and how duplicate records are identified. Document which tools can read or update that data.
Keep decisions accountable.
Assign an owner. Mark the actions that need approval, such as sending a quote or changing a financial record. Define what happens when someone is unavailable.
Design for failure.
Plan for missing data, duplicate requests and disconnected tools. Specify retry limits, alerts and a manual fallback. Keep enough history to trace what happened.
Run a small pilot and compare.
Test normal work and exceptions with a limited group. For broader context, see IBM’s overview of business process automation. Compare handling time, error rate and total running cost against the baseline before expanding.
03 / Take it to your team
Useful enough to share.
Link to this guide in your next project brief, team wiki or article. Attribution is welcome and optional.