Day 6: How Automation Projects Actually Work
7-Day email course, workbook and ultimate guide
Yesterday we talked about spotting automation opportunities. You’ve probably got a few ideas brewing by now.
Today we zoom out. What does an automation project actually look like from start to finish?
Understanding the structure helps you plan better, communicate clearly, and avoid the mistakes that sink most projects.
Seven phases of an automation project
Every one follows roughly the same path. Some are quick, some take longer, but the phases stay the same.
1. Discovery
Understand the problem. What’s happening today? What’s painful about it? What does “fixed” look like?
This is where you dig into the current process, talk to the people involved, and get clear on what you’re actually trying to solve.
2. Scoping
Define what you’re building. What’s in, what’s out, what does success look like?
This is where most projects go wrong. Fuzzy scope leads to endless changes, missed expectations, and frustrated stakeholders. Get specific here and document it like you would with any other project.
3. Design
Map the workflow. What triggers it? What steps happen? What’s the output? Where does AI fit? What happens when things go wrong?
You’re creating the blueprint before anyone starts building.
4. Build
Create the automation. Connect the systems, configure the logic, write the prompts, test as you go.
This is the technical bit. You might do it yourself, or work with someone who does.
5. Testing
Make sure it works. Run it with real data. Check the outputs. Find the edge cases. Break it on purpose so your client doesn’t.
Never skip testing.
6. Handover
Spend time on a proper handover. Train the people who’ll use it. Document how it works. Make sure someone knows what to do when something goes wrong.
A workflow that nobody understands is a workflow that won’t last.
7. Maintenance
Keep it running. Monitor for errors. Update when things change. Fix what breaks. Improve based on feedback.
Automation isn’t “set and forget.” It needs looking after.
Where automation projects actually fail
Most automation projects don’t fail because of technical problems. They fail because of people problems.
Poor scoping. “We didn’t realise that was included” or “We thought it would do this other thing too.” Clear scope prevents this.
Unclear requirements. “I didn’t know you needed it to work that way.” Ask enough questions upfront. Document everything.
No testing. “It worked fine until we used it with real data.” Always test properly before going live.
Bad handover. “Nobody knows how this thing works anymore.” Document it. Train people. Be available for questions.
The PM’s role at each phase
You don’t have to be technical to run an automation project. But you do need to lead it.
Discovery: Ask the right questions. Understand the real problem.
Scoping: Define boundaries. Get agreement. Protect against scope creep.
Design: Review the workflow. Make sure it matches requirements.
Build: Track progress. Remove blockers. Communicate with stakeholders. Understand how it works.
Testing: Coordinate UAT. Document issues. Confirm quality.
Handover: Ensure training happens. Check documentation exists.
Maintenance: Set up monitoring. Plan for ongoing support.
You know. The usual stuff you do everyday.
The key insight
This is just another digital project. They have the same risks, the same stakeholders, the same need for clear communication and proper planning.
The technical bit is important.
The PM stuff - that’s your bread and butter.
Tomorrow is our final day. We’ll wrap up with your first steps forward and how to actually get started.
And I’ll give you a detailed guide to help along your way.
Speak then,
Tim
Your course workbook
I’ve built a guide (in Notion) to go alongside these emails.
Inside you’ll find:
- Daily AI prompts to reinforce each lesson.
- Exercises to spot opportunities in your own work.
- Space to capture automation ideas as they come to you.
Complete the exercises, and you’ll be ready for the full guide on Day 7.
Sign up for Notion (it’s free and it’s awesome).
Then get your course workbook.