Project planning · Chabar Systems

How to prepare for an automation pilot

You do not need a technical specification to begin. You need a clear picture of the work, the people involved, and what a better process would look like.

1. Describe the process as it exists today

List the trigger, each manual step, the applications involved, and who owns the task. Include the workarounds. They often explain why the process is difficult.

2. Gather representative examples

Collect a few typical inputs and a few awkward cases. Use anonymized or fictional samples for early discussions where possible. Avoid sharing passwords or unnecessary customer information.

3. Define the desired result

Choose a specific outcome: enquiries reach the right person, reports are prepared with less copying, or follow-up tasks are created consistently. Set a baseline so you can assess whether the pilot helps.

4. Identify constraints

• The tools and subscription plans you already use.
• The person who can authorize access and changes.
• Actions that must always be approved.
• Information the workflow should not access.
• Budget, timing, and support expectations.

5. Agree what happens after delivery

Ask for documentation, error-handling guidance, and a clear support arrangement. Decide who owns the connected accounts and how access will be removed if the engagement ends.

A brief you can copy

We want to improve [process]. It happens [frequency], uses [tools], and is handled by [role]. The main difficulty is [problem]. A successful pilot would [observable result]. These actions require approval: [actions].

A focused pilot gives both you and the builder a manageable way to check value before committing to a larger system.