Microsoft Power Automate creates workflows between applications and services. It can collect information, send notifications, request approvals and update records when an agreed event occurs.
The technology is useful, but automation should not begin with a search for something to automate. It should begin with repeated work that is taking time, creating delays or producing avoidable mistakes.
Good candidates for automation
A task is usually worth exploring when it:
- happens regularly;
- follows recognisable steps;
- uses information that can be captured consistently;
- has clear exceptions; and
- has an outcome the business can measure.
Examples include routing a request for approval, reminding somebody when information is missing, creating a record from a form or sending an update when a status changes.
Simplify before you automate
Automating a confusing process can make the confusion happen faster. Map the current steps, remove work that adds no value and agree who owns each decision before building the flow.
Plan for exceptions
Most processes have cases that do not follow the normal path. A useful workflow should identify those cases, tell the right person and allow a human decision where one is needed.
Keep access under control
A flow may read or update business information across several services. Its connections, owner and permissions need to be managed. The business should also know what happens if the flow fails or the person who created it leaves.
Measure the result
Agree what success means before the work starts. It could be fewer manual entries, shorter approval time, fewer missed steps or a clearer audit trail.
baseMSP scopes business automation as a defined project. We establish the current process, agree the intended result and explain the build, ownership, licensing and cost before implementation.
Further reading
Microsoft’s Power Automate overview explains the types of workflows available.
