What should I prepare to automate the work I do in Excel?

Explain using an example

For example, if you merge rows from different files to prepare a weekly report: where do the files come from, which columns match, what happens with missing rows, and who approves the report? “Let's automate Excel” does not explain these decisions. A sample file with personal information removed and a manually prepared correct result are more useful for the first meeting.

Scope table

• Input: File, form, email, or authorized API; in what format and how frequently does it arrive?
• Rule: How is matching, calculation, sorting, or classification performed?
• Output: Report, record, task, or notification; where is it written?
• Exception: What should happen in case of faulty data, missing authorization, or external system outage?
• Approval: Who checks the result; which process should not be performed automatically?
• Reversal: How can a wrong transaction be found and corrected?

Off-the-shelf tool or custom software?

For a single standard transfer, the export or integration feature of an existing tool may be sufficient. If there are multiple roles, custom business rules, and data validation, separate software is considered. The selection is not made based on initial development cost alone; maintenance, usage fees, access limits, and the need to export data are also taken into account. Using artificial intelligence is not mandatory for every automation.

Acceptance criteria for the first version

Write the expected output for a few pre-selected examples. Try missing and incorrect inputs alongside correct inputs. If a critical record or notification will be generated, determine test data and an approval step. Acceptance of the first version should be based on resolving these examples correctly rather than simply "seeming to work."

When coming to the meeting

A brief description of the current business, tools, an anonymous example, transaction frequency, and the decision-maker are a sufficient start. No promise of third-party integration is made before authorization and API access are verified. You can examine the scope of custom software and automation and personal software projects.