01 / Understand
Describe what happens today, who does the work and which tools are involved. Look at the routine cases and the exceptions. Keep private customer information out of an initial enquiry.
02 / Prioritise
Compare likely value, effort and ongoing cost. Start with a bounded task where success is observable. A simpler process or existing software feature may be the best answer.
03 / Implement
Any proposed build needs a clear scope, agreed checkpoints and representative examples to test. Confirm responsibilities, software access and costs before work begins.
04 / Review
Compare the new process with the baseline. Include the time your team still spends reviewing and correcting. Agree what support or maintenance is needed as tools and workflows change.