1. Keep a short task log
For a representative week, record repeated tasks, frequency, handling time and who does them. Note seasonal variation. A rough memory of a busy day is a weak basis for an investment.
2. Separate the routine from the unusual
A task that takes ten minutes might be eight minutes of repeatable handling and two minutes of judgement. Automate the predictable portion first and make the review point explicit.
3. Check the information
Where do the inputs come from? Are they structured and consistent? Can the destination accept data? Missing access or poor records may make a promising task expensive to change.
4. Start with a contained outcome
A reminder, a validated draft record or a prepared report is easier to assess than an instruction to automate an entire department. Define what completion looks like and what must remain manual.
5. Compare value and cost
Estimate useful time returned after checking and corrections. Then include setup, subscriptions and maintenance. A low-volume task may be better handled with a template or a simpler process.
A practical shortlist
Give each task a short description, weekly volume, average handling time, exception rate, destination and owner. Choose the candidate with a clear benefit and manageable uncertainty—not simply the longest task.