5 Mistakes to Avoid When Using Workflow Automation in Software Development

Automation has become an important aspect of software development processes.

I have personally been utilizing it for quite some time now (I really have no idea how I ever actually worked without it now looking back) and it has greatly helped me improve communication and collaboration within both intra and cross-team settings.

Let me show you an example of how automation works. I think you'll find it helpful in your own work life, and will be able to save yourself heaps of time.

Using monday dev (software developed specifically for dev teams by monday.com). I can set up an automated workflow with just a few clicks.

For instance, I can set a trigger such as "When a task status changes to 'Complete', notify the team member responsible."

With this system in place, when a team member updates the status to Complete, there is no need for me to manually inform other relevant members or delegate the next steps. Isn't that fantastic? I honestly love automating the small things like this that free up so much of your mental space and your capacity.

However, I can say from my experience that rushing into workflow automation without proper planning can often result in more problems than solutions. So be careful!

In this guide, I will outline the top common mistakes that dev teams make when automating workflows. I will also share a few actionable tips on how to avoid these mistakes to ensure a seamless and highly efficient transition towards automation.

1. Automating an inefficient process

Implementing automation on top of a flawed system will only magnify existing issues rather than resolve them.

Before considering any kind of automation implementation, you should thoroughly review and optimize your existing processes.

Identify dependencies, inefficiencies, bottlenecks, and potential errors within the workflow and refine it accordingly. This will help you ensure you are automating an optimized process from the start.

You should also not bite off more than you can chew. Starting with the most complex processes may seem tempting, but it increases the risk of major disruptions if things go wrong.

Instead, start small by automating simpler processes first. This approach allows you to gain familiarity with automation principles and techniques while minimizing potential negative impacts on critical tasks.

For example, some of the simple processes I set up in monday dev when I started using workflow automation include:

• Status change
• Recurring tasks
• Date reminders
• Item creation
• Moving items (within a board)
• Dependencies

These simple automations took almost 30%-50% workload off my table. I tested these automations before I implemented more advanced ones.

2. Not choosing the right tool for automation

Selecting inappropriate or suboptimal automation software can result in inefficiencies and compatibility issues.

Take the time to carefully evaluate different software options, considering the specific needs of your processes.

It’s not about just choosing a project management tool; it's about investing in a system that grows with your organization.

It should be cost-effective and at the same time scalable. You should be able to optimize your software development process while maintaining cohesion across various departments like marketing, HR, and sales.

There are plenty of great options out there including Jira, Wirke, Trello, and Asana to automate your workflow. I personally use monday dev for the following reasons:

• Adaptable for different team sizes and cost-effective: Unlike tools that are either too simplistic or overly complex, it strikes a balance, making it suitable for small startups as well as larger enterprises. The platform offers various pricing tiers, ensuring you only pay for the features you need. As your team grows, you can scale up your plan accordingly, maintaining economic efficiency.
• Unified platform for diverse teams: monday dev in combination with monday Work Management and monday Sales CRM integrates seamlessly with marketing, HR, and sales teams, promoting interdepartmental collaboration and streamlined workflow management.
• Developer-friendly integrations: With integrations like GitHub and GitLab, developers can connect their code repositories directly. You can also embed Figma designs into monday dev, allowing for seamless transitions from design to development.
• Agile templates: monday dev offers templates for sprint management, bug tracking, and feature requests. Sprint retrospective tools help in continuously improving the development process, a core aspect of agile methodology. However, it’s equally easy to set up a workflow that uses the Waterfall methodology.

If necessary, consult with automation experts or seek recommendations from other professionals in your field to find the best fit for your organization.

3. Overlooking adaptability and flexibility requirements

Technology evolves rapidly; so your automated processes should be designed with future changes in mind.

Anticipate potential modifications or unexpected challenges that may arise down the line and ensure that your chosen solution can be easily modified or adapted accordingly.

Artificial intelligence will play a major role in workflow automation in the coming years, so make sure the tool you are using is leveraging AI.

Base your automation strategies on concrete user data and feedback rather than relying solely on intuition or assumptions about what users need or want.

Collecting and analyzing user data enables you to make informed decisions that align with actual user behaviors and preferences.

4. Not having goals in sight

A clear understanding of desired outcomes is essential when automating your team’s workflow.

Without precise goals in mind for what you and your team want to achieve through automation efforts, it becomes challenging to design effective strategies aligned with those objectives.

• Use methods like SMART criteria during requirements gathering to ensure goals are Specific, Measurable, Achievable, Relevant and Time-bound. This makes them traceable.
• Employ project chartering tools like RACI matrices early on to confirm roles, responsibilities and measures of success. This aids accountability.

Take time at the outset of your project to define specific goals for your automated systems; this clarity will guide decision-making throughout the development process.

5. Completely neglecting the human aspect

While tools play a significant role in successful automation implementation; taking a people-centric approach is equally important.

Neglecting the human aspect by solely focusing on tools can result in poor acceptance and usability.

To avoid this, ensure that your automation tools are user-friendly and cater to the needs of those who will be operating them.

Involve your team in the automation process from the beginning, seeking their input and addressing any concerns or feedback they may have.

You should understand that there are limits to what automation can achieve. Overestimating its capabilities can lead to disappointment and frustration when certain tasks prove challenging for automated systems alone.

Recognize that automation is a tool meant to assist human ingenuity rather than replace it entirely. It should be used as a means of augmenting and enhancing processes.

Also, not adequately preparing employees for automation can lead to resistance to change.

Investing in training programs to familiarize your team with the new systems will help reduce this resistance while enhancing their effectiveness with automated processes.

Top tip: Utilize change management models like ADKAR (Awareness, Desire, Knowledge, Ability, Reinforcement) or Bridges' Transition Model to prepare and support employees through the automation transition. These provide frameworks to guide communications, training, and adoption measurement.

In Conclusion…

Automation has revolutionized the way we develop software by simplifying and expediting various tasks.

It offers numerous benefits such as increased efficiency, reduced human error, and improved productivity.

However, it is important to approach automation with caution and plan diligently to reap its full benefits without encountering unnecessary challenges.

Automation, when implemented thoughtfully and with a clear understanding of its capabilities and limitations, can revolutionize your organization's productivity and success in the ever-evolving world of software development.

Are using workflow automation? How it has helped you? Drop your thoughts in the comments below.