Quick test: if I asked three people on your team, "What does done mean?" would I get the same answer three times? If not, do not automate yet. I know that sounds harsh, but it will save you money.
Most automation projects do not fail because the tool is bad. They fail because the goal is fuzzy. When the goal is fuzzy, the build turns into guesswork.
The trap that gets teams stuck
A team says, "We should automate onboarding." Or, "We should automate invoicing." That might be true, but it is not a plan.
Here is what happens next. One person thinks done means the email went out. Another thinks done means the folder is made. Someone else thinks done means the kickoff is booked. The automation ships, and everyone is disappointed.
A real example
Let’s say you want to automate onboarding. You build a Zap that sends a welcome email after payment. Great.
But the client still has no folder. Nobody set up access. The kickoff call is not booked. So your automation made one part faster, but the full experience is still messy.
This is why done matters. It forces you to name the finish line before you build the road. It is boring, but it works.
What "done" really is
Done is a thing you can point to. It is not a feeling.
Examples:
- The invoice is sent
- The client folder exists
- The order is packed
- The follow up email went out
If you cannot name the thing, the automation will have holes. Someone will always be guessing.
The 60 second note
Before you build anything, write one note with four lines:
- Trigger: When does the work start?
- Output: What exists when it is done?
- Owner: Who is responsible for done?
- Time promise: By when?
If you get stuck on any line, that is your work. Fix the definition first, then build.
Try this today
Pick one workflow that keeps annoying you and write the finish line as one sentence. Then ask one question: "What would I need to see to believe this is done?"
Why this matters
Automation makes things faster. If your workflow is unclear, automation makes the chaos faster. That is why clarity comes first, then automation.
If you want help with this, book a discovery call.
What is one workflow in your business that feels stuck right now?