Automation
14
min read

How to Assess Automation Feasibility

Learn how to evaluate the feasibility of automating business processes by assessing complexity, compatibility, and potential ROI.
Published on
June 30, 2025

Automation feasibility determines if a task is suitable for automation by evaluating technical, operational, and financial factors. This process ensures resources are invested in tasks that deliver measurable results.

Key points to consider:

  • Process Complexity: Simple, repetitive, rule-based tasks are ideal for automation. Avoid automating flawed processes.
  • Technical Compatibility: Ensure systems and tools integrate seamlessly to avoid inefficiencies.
  • Volume and Repetition: High-frequency, repetitive tasks (e.g., data entry, CRM updates) save the most time when automated.
  • Business Value: Align automation efforts with business goals and calculate ROI to justify investments.

Steps for assessment:

  1. Analyze workflows and data to identify inefficiencies.
  2. Score feasibility using tools like complexity matrices and checklists.
  3. Perform cost-benefit analysis to weigh implementation costs against potential savings.
  4. Identify risks, such as technical challenges or resistance to change, and create mitigation plans.
  5. Document findings to guide implementation and track ROI.

RPA Feasibility Analysis | How to calculate process feasibility | Feasibility matrix | RPA Tutorial

Key Factors to Consider for Automation Feasibility

When deciding if a process is ready for automation, there are four key factors to consider. These criteria help identify processes that can deliver meaningful results while avoiding wasted time and resources.

Process Complexity and Standardization

The best candidates for automation are rule-based, repetitive tasks that follow consistent patterns and require minimal human decision-making. For automation to work effectively, the process must be clearly defined and thoroughly documented. After all, automation thrives on consistency.

"The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency." - Bill Gates

Before diving into automation, review your process documentation. A detailed review can uncover critical details about systems, potential risks, and dependencies that could impact success. Processes that are stable - those that haven’t changed much over time and aren’t likely to see major changes - are ideal candidates for automation.

When evaluating process complexity, focus on three elements: the number of systems involved, the frequency of human intervention, and the total steps required to complete the task. Simpler processes with fewer touchpoints are much easier to automate than complex workflows requiring constant oversight.

It’s also worth noting: automating a flawed process only magnifies inefficiencies. Optimize first, then automate.

Lastly, ensure your systems can work together smoothly before implementing automation.

Technical Compatibility and Integration

For automation to succeed, it must integrate seamlessly with your existing tools and systems. Poor integration planning can lead to major setbacks - 60% of businesses reported significant software integration issues in 2022, costing an estimated $100,000 annually in operational inefficiencies.

APIs (Application Programming Interfaces) are often the key to smooth integration. In fact, 83% of organizations using APIs report a 20% efficiency boost, highlighting their importance.

Take Spotify as an example. When it integrated with Facebook using an API, the platform doubled its user base in less than a year. This shows how effective integration can lead to impressive results.

To get started, map out your current software and workflows. Identify inefficiencies and ensure your automation solution can work with your existing technology stack. Systems need to "speak the same language", and updates should be backward-compatible to avoid disruptions.

Once technical compatibility is addressed, the next step is to assess task volume and repetition.

Volume, Frequency, and Repetition

Tasks that are high in volume and frequently repeated are prime candidates for automation. These activities often consume significant time and resources while delivering little strategic value.

Look for processes that occur daily, weekly, or multiple times per day. Examples include large-scale data entry, routine CRM updates, or repetitive content distribution. The more often a task is performed, the greater the potential for saving time and reducing costs through automation.

If your team spends hours each week on repetitive, high-volume tasks, automation can free up time for more strategic work.

Growth Process Automation specializes in automating tasks like data entry, CRM updates, lead capture, customer onboarding, and content distribution. These processes often involve hundreds or thousands of transactions that follow identical steps, making them perfect for automation.

Finally, ensure your automation efforts align with your business goals to maximize their impact.

Business Value and Goal Alignment

For automation to be worth the investment, it must align with your broader business objectives. Consider whether automating a process will boost efficiency, reduce costs, or help scale operations.

Over half of business leaders plan to automate processes as part of their digital transformation strategies. However, success depends on tying automation efforts to measurable outcomes.

Calculate ROI by looking at time savings, error reduction, and resource reallocation. Don’t forget to account for implementation costs, ongoing maintenance, and training needs to get a clear picture of the return on your investment.

Engage subject matter experts to identify inefficiencies and validate the benefits of automation. Their input ensures you’re addressing real business needs, not just perceived issues.

Start small with a pilot project to test the benefits of automation. Track key performance indicators to demonstrate value to stakeholders before scaling up. This approach minimizes risk while building confidence in the initiative.

Step-by-Step Guide to Conducting an Automation Feasibility Assessment

Taking a structured approach to assess automation potential can save small and medium-sized businesses from wasting resources on processes that aren’t suitable for automation. This method ensures decisions are well-informed and aligned with business goals.

"Feasibility assessment is the cornerstone of successful automation projects. It enables you to evaluate processes for technical, economic, and strategic fit to avoid costly missteps." - Fabio Silva, Process Discovery Lead, Accelirate

Process Discovery and Data Collection

Start by diving into process discovery to understand how work is actually being done - not just how it’s documented. This step is all about gathering detailed insights into workflows, including the nuances often missed in official procedures.

Involve stakeholders and observe processes firsthand. Talk to employees who handle tasks daily, managers who oversee operations, and process owners. Ask specific questions about bottlenecks, time-consuming steps, and error-prone areas. Watching the process in real time often reveals inefficiencies and complexities that interviews alone might not uncover.

Next, conduct a document analysis. Review manuals, standard operating procedures, and workflow documentation. Cross-check these with your observations to identify discrepancies between what’s on paper and what happens in practice.

Finally, focus on data analysis. Look at performance metrics, volume, and frequency data to get a clearer picture of the process. For smaller businesses, collecting and analyzing robust data is especially important since they often lack the backup resources that larger organizations might have. Building a repeatable system for data collection can make this step smoother and more effective.

"Data-driven organizations are 23 times more likely to acquire customers, six times more likely to retain customers, and 19 times more likely to be profitable". However, 73% of data in small and medium businesses goes unused for analytics, making a strong case for better data collection and usage.

Feasibility Scoring and Checklists

Once you’ve collected enough information, use a Complexity Matrix to calculate a Feasibility Score. Processes scoring above 80% are often prime candidates for automation. Those scoring between 40% and 80% might still work but may require adjustments or additional resources.

When creating a feasibility checklist, consider these critical factors:

  • Technical Feasibility: Does your current setup support automation? Is the required data accessible?
  • Process Complexity: How many decision points, exceptions, or manual interventions are involved?
  • Business Impact: What could you gain in terms of cost savings, time reductions, and error minimization?
  • Resource Availability: Do you have the budget, timeline, and personnel needed for implementation?
  • Scalability: Can the automation solution grow with your business over time?

Use the feasibility score to guide your next steps, including a cost-benefit analysis.

Cost-Benefit Analysis

Building on the feasibility score, calculate the costs of implementation against the potential savings.

"According to a study by PWC, businesses that rely on data for decision-making are 3 times more likely to see an improvement in the decision-making process".

Start by estimating implementation costs, including software, development, training, and ongoing maintenance. Don’t forget indirect costs like temporary productivity dips or downtime during the transition. Then, calculate potential time savings by analyzing how many hours the process currently takes and its labor costs. Factor in the financial benefits of reducing errors, such as fewer reworks or customer service fixes. Also, consider how automation could free up resources for higher-value tasks. Finally, determine the payback period by comparing total costs to projected annual savings.

Risk Assessment and Mitigation

With the costs and benefits mapped out, identify potential risks that could impact your results. Common challenges include underestimating technical complexity and integration issues. To reduce these risks, start with pilot projects and conduct thorough technical evaluations.

Resistance to change is another hurdle. Engage employees early, communicate openly about the benefits, and provide targeted training to ease the transition. For processes involving sensitive information, ensure the automation solution complies with industry standards and regulations. Additionally, assess risks like system dependencies or vendor lock-in by evaluating exit strategies and data portability before committing to a platform.

Documentation and Reporting

Bring everything together in a comprehensive report to guide your automation strategy. Start with an executive summary that highlights key recommendations. Then, include detailed analysis to back up your conclusions. Use process maps, data flows, and performance metrics to document the current state, providing a baseline for measuring improvements post-automation. Lay out your findings clearly, include ROI projections, and provide actionable recommendations to set the stage for implementation.

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Tools and Techniques for Assessing Automation Feasibility

When deciding if a process is ready for automation, having the right tools can make all the difference. Structured approaches not only save time but also help ensure your decisions are based on solid data rather than guesswork.

Using Complexity Matrices

A complexity matrix is a practical tool that turns subjective opinions about a process's difficulty into measurable, objective scores. By gathering and analyzing relevant data points, this matrix calculates a feasibility score to guide your automation decisions.

Here's how it works: the matrix evaluates various aspects of a process, such as the number of decision points, data sources, system integrations, and how often exceptions occur. Each factor is assigned a weighted score based on its impact on automation complexity. For accuracy, it's critical to collect key metrics through process discovery.

Once you have your scores, interpreting them becomes straightforward:

  • Above 80%: Strong candidates for automation.
  • 40% to 80%: May be automatable but could require adjustments or additional planning.
Benefits Drawbacks
Offers an objective, numerical way to measure automation potential Requires significant time for initial data collection and analysis
Reduces bias and guesswork in decision-making May oversimplify processes requiring nuanced human judgment
Standardizes how processes are evaluated Relies heavily on the quality and completeness of data
Helps prioritize multiple processes for automation Can be complex to set up, especially for smaller teams

While complexity matrices are great for producing comparable scores, they’re just one part of the equation. A structured checklist can provide a more detailed look at feasibility.

Automation Feasibility Checklists

If you need a comprehensive way to evaluate automation readiness, feasibility checklists are a powerful tool. These checklists cover technical, operational, and business considerations, ensuring no critical details are missed.

  • Technical feasibility: Is the required data available? Are systems compatible? Does your current infrastructure support automation?
  • Operational feasibility: How smoothly will automation integrate into daily operations? Consider factors like staff readiness, training needs, and potential workflow disruptions.
  • Business feasibility: What’s the financial case? Define the project scope, estimate cost savings, analyze ROI, and set realistic timelines.

For smaller businesses or teams, checklists provide a straightforward way to evaluate automation without needing complex tools. They’re also easy to update, making them useful for catching potential issues early and refining your strategy as you go.

Decision-Making and Next Steps

Once your feasibility assessment is complete, the next step is to turn that data into decisions that drive action. Data alone doesn't create results - it needs to be transformed into clear, actionable steps through a structured process that involves key stakeholders and aligns with your business goals.

Reviewing and Finalizing Decisions

Your feasibility report should serve as the foundation for making informed decisions about automation. Stakeholders can use it to decide whether to move forward, make adjustments, or hold off until further preparation is completed. The goal is to bring together the right team to evaluate the findings and align decisions with your overall objectives.

Organize a review meeting with key players like department heads, IT leaders, and finance professionals. Present your findings - feasibility scores, cost-benefit analysis, and risk assessments - in a way that's easy to understand. Highlight the expected business outcomes and measurable impacts.

Based on these discussions, you’ll need to decide whether to proceed with automation, rework the process, or stick with your current approach. However, don’t let high feasibility scores rush your decision. As Bill Gates wisely said:

"The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency".

This advice reinforces the importance of careful evaluation and alignment before moving forward.

Criteria for Moving Forward with Automation

Establishing clear, measurable criteria helps ensure decisions are based on logic rather than emotion or bias. According to industry research, processes with feasibility scores above 80% are excellent candidates for automation, while those scoring between 40% and 80% may need additional analysis or adjustments.

Financial justification often drives automation projects. McKinsey Digital reports that RPA initiatives can deliver an ROI of 30%–200% within a year. However, it’s worth noting that 30%–50% of RPA projects fail globally, as highlighted by EY, due to challenges like poor planning or lack of readiness.

Operational readiness is equally critical. Your team must be equipped to manage and maintain automated workflows. This includes determining whether your in-house skills are sufficient or if you’ll need external expertise. Regular reviews and updates are essential to keep automation aligned with your evolving business needs.

Risk tolerance also plays a role. Focus on automating repetitive, time-consuming, and business-critical tasks first. Starting with smaller, low-risk projects allows you to refine your approach before tackling more complex processes.

Once you’ve defined your criteria, the next step is to collaborate with experts who can help implement your automation strategy effectively.

Working with Growth Process Automation Services

Growth Process Automation

To ensure a smooth rollout, consider partnering with experienced professionals like Growth Process Automation. They offer a structured approach designed to avoid common pitfalls that often derail automation projects.

Their process starts with a thorough assessment and planning phase, building on your feasibility study. Instead of rushing into implementation, they take the time to understand your business context and refine the strategy to address potential challenges.

During the workflow mapping and building phase, Growth Process Automation focuses on creating solutions that integrate seamlessly with your existing tools. They specialize in connecting platforms like Slack, Airtable, and Webflow, ensuring automation enhances your current operations. This is especially important as 78% of companies surveyed by Deloitte have already adopted some form of automation.

What sets their services apart is their commitment to ongoing optimization. Growth Process Automation continuously monitors and refines workflows, ensuring they remain effective as your business grows. Regular updates are a key part of this process.

Their expertise lies in automating high-impact tasks such as data entry, CRM updates, lead capture, customer onboarding, and content distribution. By focusing on these areas, they help businesses achieve measurable improvements while freeing up team members to focus on strategic initiatives. Their phased implementation approach minimizes disruption, ensures smooth transitions, and includes KPIs to measure success.

This structured decision-making framework equips your business to fully realize the benefits of automation while minimizing risks during implementation.

Conclusion

Taking the time to conduct a detailed feasibility assessment can save organizations from wasting resources and help avoid unnecessary risks. It ensures that automation projects are not only aligned with business goals but also capable of delivering measurable benefits.

A well-structured assessment looks at every critical factor before any decisions are made. By evaluating aspects like process complexity, technical compatibility, business alignment, and performing cost-benefit and risk analyses, organizations gain a comprehensive understanding of automation potential. Using objective tools helps eliminate guesswork and brings clarity to the decision-making process.

For example, in the healthcare sector, a process discovery and feasibility assessment highlighted repetitive, high-volume administrative tasks as ideal candidates for automation. By applying a complexity matrix and scoring system, the organization was able to prioritize processes with the best potential for automation. This led to improved efficiency, fewer errors, and greater staff satisfaction.

The findings from such assessments act as a clear implementation roadmap. By systematically evaluating technical, operational, financial, and strategic considerations, organizations can move from assessment to successful automation deployment with confidence.

On the other hand, skipping or rushing through this process can result in automating the wrong tasks, leading to wasted resources and missed opportunities. A thorough assessment lays the groundwork for automation initiatives that truly align with business objectives and deliver tangible outcomes.

It’s important to view feasibility assessments as an ongoing effort rather than a one-time exercise. Regularly updating assessment criteria, tools, and methods ensures they stay relevant as technology advances and business priorities shift.

With a strong feasibility assessment in place, organizations are better equipped to make informed automation decisions that minimize risks, maximize returns, and drive meaningful business results. Periodic reviews ensure that your automation strategy continues to evolve alongside your business goals.

FAQs

How can I tell if a business process is too complex to automate?

To determine if a business process is too complicated for automation, start by examining how many steps and decision points it includes. Processes with numerous dependencies or constant decision-making often demand extensive customization, which can make automation more difficult.

Look at whether the process involves multiple tools or applications, depends heavily on human input, or includes elaborate workflows. While it's possible to automate complex processes, automation tends to work best with straightforward, repetitive tasks that are easier to streamline and execute without errors.

What should I consider to ensure automation tools integrate smoothly with my existing systems?

To successfully integrate automation tools with your existing systems, start by focusing on compatibility and connectivity. Make sure the tools can integrate through APIs or middleware and fit seamlessly into your current workflows. Also, keep an eye on scalability - opt for solutions that can adapt as your business evolves. Equally important is data security; ensure the tools comply with all necessary standards to protect your information.

Before rolling out the tools completely, conduct thorough testing to catch and address any potential issues early on. If you’re working with older legacy systems, platforms like iPaaS can simplify the integration process. Don’t forget to plan for data standardization - this step helps eliminate inconsistencies and ensures smooth communication between systems.

How can I calculate the ROI of automating a business process?

To figure out the return on investment (ROI) for automating a business process, start by pinpointing the financial gains. These might include things like higher productivity, lower labor costs, or fewer mistakes. Then, weigh those benefits against the total costs of automation, which could involve software expenses, setup fees, and ongoing maintenance.

The formula looks like this: ROI = [(Financial Gains – Automation Costs) ÷ Automation Costs] × 100. For instance, if automating a task saves $10,000 each year but costs $4,000 to implement and maintain, the ROI would come out to 150%.

Breaking down these numbers gives you the clarity to decide if automation is a smart move for your business.

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