Automation has become a key lever for digital competitiveness. However, to be effective in the long run, it requires more than just isolated measures—it needs a strategic foundation. The “Automation First” approach provides exactly that, ensuring that processes are designed from the outset to be automated in an efficient, scalable, and technologically sensible manner.
In this article, we address the most common questions surrounding “Automation First”—with a practical focus, an IT perspective, and an emphasis on mid-sized companies.
What is meant by “Automation First”?
“Automation First” is a strategic architectural approach. Processes are examined from the planning phase to determine whether and how they can be automated and effectively integrated into existing IT structures. The goal is not to add automation later, but to incorporate it from the beginning.
The focus is on technologies such as Robotic Process Automation (RPA) for rule-based tasks, Artificial Intelligence (AI) for data-driven decision-making, and Low-Code platforms for flexible, scalable implementation by business units.
The result: an IT landscape that not only operates efficiently but is structurally designed for standardization, maintainability, and continuous development.
How does “Automation First” differ from traditional process optimization?
Traditional process improvements are often reactive: optimization happens when problems arise. “Automation First” follows a proactive, thoughtful approach. Processes are systematically designed to be automatable—with clear interfaces, structured data flows, and integration into the existing architecture.
The difference lies in the mindset: Instead of adjusting existing processes, the focus is on how technology can optimally support or even fully take over the processes from the start.
Practical Example: Automation at Gütermann
A practical example of how a targeted approach to an “Automation First” strategy works in practice is the case of the company Gütermann. Together with CONVOTIS, an RPA project was implemented that primarily aimed to automate repetitive administrative tasks—such as data maintenance.
At the outset, processes were identified that were particularly suitable for automation due to their standardized nature. After a brief testing phase, it quickly became clear: The time savings in daily operations were substantial. Routine tasks could be reliably handled by bots—error-free, around the clock, and without additional strain on the IT systems. The integration into the existing system landscape was smooth as well.
The project at Gütermann is a good example of how pragmatic and effective an automation strategy can be when it is set up early and with a targeted approach.
Success Story: Gütermann GmbH – CONVOTIS GmbH
What role do employees play in an “Automation First” strategy?
A modern automation approach aims not to replace employees but to support them in a targeted way. Standardizable, repetitive tasks can be automated, allowing employees to focus on areas where their expertise provides the greatest value: domain knowledge, analytical thinking, and business decision-making.
It’s crucial that new technologies are not introduced in isolation. Our experts recommend involving employees early—through training, clarifying roles, and providing tools that genuinely reduce their workload. Only when the benefits are tangible will acceptance follow.
How to Get Started?
The starting point is usually small, clearly defined projects. Suitable processes include those with a high degree of repetition, clear data, and well-defined interfaces. This way, initial experiences can be gained—both technically and organizationally.
Such pilot projects provide valuable insights for scaling and enable an early assessment of technological and organizational dependencies. They help estimate integration efforts realistically and build confidence in the feasibility within the existing IT architecture.
Seven Proven Success Factors from CONVOTIS Practice:
For successful implementation of “Automation First,” a methodical approach is crucial, one that takes organizational, technical, and operational factors into account:
- Start with clearly defined pilot projects—focusing on processes that are structured, standardized, and easily accessible through systems.
- Appoint a central contact person with decision-making authority—ideally with both technical and organizational cross-functional expertise.
- Involve employees through targeted qualification—via training, role clarification, and process ownership.
- Ensure transparent communication of benefits and objectives—both at the technical and management levels.
- Prioritize processes with a high likelihood of error—especially those with high volume or compliance relevance.
- Systematically document and communicate results— for reuse, scaling, and standardization.
- Evaluate progress using concrete KPIs—such as cycle times, error rates, and resource usage.
What strategic goals should be prioritized?
A comprehensive automation strategy should focus on four central goals—both from an IT and business perspective:
- User-Centricity: Clear, understandable processes for internal users and external customers.
- Accessibility: Unified, role-based access to data and applications.
- Data Utilization: Capture, analyze, and effectively feed relevant data into decisions.
- Responsiveness: Ability to quickly adapt processes and systems as needed.
This goal matrix ensures that automation is not only technically sound but also business-effective.
What typical challenges arise?
In practice, two main hurdles often arise when implementing an automation strategy:
- Organizational Barriers: Lack of ownership, low acceptance, or uncertainty in dealing with changes.
- Technological Complexity: Isolated tools, missing interfaces, or complex system landscapes.
Such challenges are rarely solvable entirely internally. Therefore, it is worthwhile to seek external support early—whether for evaluating technical options, system integration, or building a sustainable overall architecture.
Which technologies are critical for success?
Three technology areas have proven especially effective in practice:
- Robotic Process Automation (RPA): For recurring, structured tasks.
- Artificial Intelligence / Machine Learning: For data-driven decisions and pattern recognition.
- Low-Code Platforms: For rapid, flexible development by business units.
The choice of appropriate tools always depends on the specific process—what’s crucial is that they integrate sensibly into the IT landscape and are scalable for long-term development.
Why is now the right time for “Automation First”?
Designing processes to be efficient, flexible, and future-proof is a central requirement for mid-sized companies today. “Automation First” represents a strategic approach specifically aimed at adaptability, scalability, and operational stability.
CONVOTIS supports companies along this journey—from the initial potential analysis to implementation—with technical expertise, a practical perspective, and an understanding of mid-sized company structures.
Interested in how this could look for your company? We’d be happy to advise you—technology-agnostic, solution-oriented, and with a clear focus on what matters.