When Not to Automate an Approval Workflow

Do not automate an approval workflow if it is highly variable, low-volume, or frequently requires subjective judgement and exceptions. Instead, focus on standardising the process, simplifying the steps, or keeping it manual until it is stable and predictable enough to benefit from automation.

Approval workflows are essential for governance and control in any UK business, from expense claims to project sign-offs. While automation can significantly streamline these processes, it's not always the immediate solution. Rushing to automate an unstable or ill-defined workflow can embed inefficiencies, waste resources, and create more problems than it solves.

Before investing in tools or development, it's crucial to assess whether your approval process is truly ready for automation. This guide helps owners, founders, COOs, and ops leads make that decision.

Understanding Approval Workflow Automation

An approval workflow is a sequence of tasks that require authorisation from one or more individuals before proceeding. Automation in this context means using software to manage the routing, notifications, tracking, and record-keeping of these approvals, reducing manual effort and potential delays.

However, automation is a force multiplier. If you automate a chaotic process, you simply get faster chaos. The goal is to achieve efficiency, not just speed.

Decision Guide: When Not to Automate an Approval Workflow

Use the following decision tree to determine if your approval workflow is a good candidate for automation right now.

• Is the approval process highly variable or inconsistent?
  • If yes: Do not automate.
    • Next step: Focus on standardising the process. Define clear criteria for requests, establish consistent approval steps, and document the process thoroughly. Only reconsider automation once it is stable and predictable.
  • If no (it's generally consistent): Proceed to the next question.
• Is the approval process low-volume (e.g., fewer than 5-10 requests per month)?
  • If yes: Do not automate.
    • Next step: Keep the process manual. The overhead of setting up and maintaining an automated system often outweighs the benefits for very low-volume tasks. Focus on clear communication and documentation.
  • If no (it's medium to high-volume): Proceed to the next question.
• Does the approval process frequently require subjective judgement or numerous exceptions?
  • If yes: Do not automate.
    • Next step: Simplify the process. Can some subjective decisions be codified into rules? Can the number of exceptions be reduced by refining the initial request criteria? If not, a manual process with human oversight is likely more appropriate.
  • If no (it's mostly rule-based with few exceptions): Proceed to the next question.
• Is the process well-documented and understood by all participants?
  • If no: Do not automate.
    • Next step: Document the process clearly. Ensure everyone involved understands their role, responsibilities, and the steps required. Automation will only highlight existing confusion.
  • If yes (it's well-documented and understood):
    • Recommendation: This approval workflow is likely a good candidate for automation.

Signs Your Approval Workflow Isn't Ready for Automation

Look out for these red flags that suggest automation might be premature:

1. High Variability: Requests come in many different formats, require different information, or follow inconsistent paths.
2. Low Volume: The number of approvals is so small that the time saved by automation doesn't justify the setup and maintenance effort.
3. Frequent Exceptions: Most requests deviate from the "standard" path, requiring manual overrides or custom handling.
4. Subjective Decisions: Approvals rely heavily on human judgement, experience, or nuanced contextual understanding that is difficult to codify into rules.
5. Unclear Authority: It's often ambiguous who needs to approve what, leading to requests bouncing between individuals.
6. Lack of Standardisation: There's no clear, agreed-upon process or set of criteria for submitting or approving requests.

The Path to Automation: Standardise, Simplify, Then Automate

For many UK businesses, the journey to effective automation isn't a single leap but a series of deliberate steps.

1. Standardise the Process

Before any automation, ensure the process is consistent. This means:

• Defining clear input requirements for requests.
• Establishing a fixed sequence of steps and approvers.
• Documenting the criteria for approval or rejection.
• Training all staff involved on the standardised process.

2. Simplify the Process

Once standardised, look for opportunities to simplify. Can any steps be removed? Can the number of approvers be reduced? Is there a way to make decisions earlier in the process? A simpler process is easier to automate and maintain.

3. Automate Selectively

Only after standardisation and simplification should automation be considered. Start with the most repetitive, high-volume, and rule-based parts of the workflow. This ensures that the automation delivers tangible benefits without creating new bottlenecks.

Remember, the goal is to solve the underlying operational problem, not just to implement technology for its own sake. If your approval processes are causing delays, it's crucial to diagnose the root causes effectively. You can find more insights on this topic at Bridgr Labs Insights.

Understanding when *not* to automate is as important as knowing when to. By taking a measured approach, businesses can avoid common pitfalls and build truly efficient operations. For a deeper dive into diagnosing and fixing stuck workflows, visit our FAQ.

If you're grappling with approval delays or other operational bottlenecks, Bridgr Labs can help diagnose the issue, prioritise the most impactful fixes, and implement solutions that truly work for your business.

Frequently asked questions

How do I know if my approval process is ready for automation?

Your approval process is ready for automation if it is highly standardised, consistently high-volume, and has minimal exceptions. If it's still highly variable, low-volume, or exception-heavy, focus on standardising and simplifying it first.

What are the risks of automating an unstable approval workflow?

Automating an unstable workflow can embed inefficiencies, create rigid processes that are difficult to adapt, increase frustration for approvers and requesters, and lead to wasted investment in tools that don't solve the underlying problem.

Should I always try to automate every approval process?

No, not every approval process benefits from automation. Low-volume, highly variable, or exception-heavy processes are often better managed manually or by first focusing on standardisation and simplification before considering automation.

What should I do if my approval workflow is causing delays but isn't suitable for automation?

If your approval workflow causes delays but isn't suitable for automation, focus on diagnosing the root causes of the delays. This often involves standardising the request criteria, clarifying approval authority, or simplifying the steps involved. Only after these foundational improvements should automation be considered.