Automation sounds like a big project. In practice it almost always starts small: with one workflow that costs time every day and whose disappearance everyone on the team notices immediately. This guide shows what mid-sized companies are best off starting with.
The three best first workflows
1. Enquiries straight into the CRM
Every enquiry from the website lands immediately as a contact and deal in the CRM, the prospect receives a confirmation, and sales gets a message. The benefit is visible straight away, and no enquiry gets lost any more. To the workflow
2. Quotes and invoices from existing data
Customer data and line items are already in the CRM. Instead of copying them into a template, the document is created automatically. This saves time and avoids typing errors. To the workflow
3. The weekly report
Figures from CRM, shop and accounting are collected automatically and are ready in your inbox on Mondays. A small workflow that shows how much routine is hidden in seemingly simple tasks. To the workflow
The most common mistakes at the start
- Starting too big. Anyone who wants to automate everything at once gets lost in special cases. One workflow, built properly, is worth more than five half-finished ones.
- Automating the chaotic workflow. Automation does not make an unclear process better, only unclear faster. Simplify first, then automate.
- Ignoring edge cases. What happens with duplicate contacts, missing details or when a system is briefly unavailable? This is exactly where it is decided whether a workflow holds up in day-to-day use.
- Nobody is responsible. Every workflow needs someone in-house who knows what it does and is notified when something goes wrong.
- No documentation. What isn't written down, nobody will understand in a year.
A plan for the first 90 days
Weeks 1 to 2: Collect routine tasks. The self-test helps with this.
Weeks 3 to 6: Build the most worthwhile workflow, test it and hand it over.
Weeks 7 to 10: Observe it in daily use. What works, what sticks, what's missing?
Weeks 11 to 13: Tackle the second workflow, with the experience from the first.
Which tool?
To get started, cloud tools such as Zapier are often enough. With many executions or sensitive data, n8n on your own server is the better choice. More in the comparison “Make, Zapier or n8n?”.
FAQ
Do we need our own IT department for this?
No. Many of our clients don't have one. What matters is one person who knows the workflows in-house and acts as the point of contact.
How long does the first workflow take?
A simple workflow is often up and running within a few days. Allow two to four weeks for coordination, testing and handover.
