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Internal automation

We automate data exchange, enquiries, approvals and reports. We reduce manual actions across the entire process and show the team how to manage the new way of working.

Look at the whole process

Every operation is surrounded by data preparation, checks, corrections and approvals. We examine the entire part of the work to understand where the team spends time.

We find out which actions should be connected or simplified and which can be eliminated. This lets us choose what to automate and how the whole process will change.

Employee experience becomes part of the solution

We examine the process with the employees who run it. Together, we identify situations with stable rules and cases that require professional judgement.

We set up an automated path for routine tasks and pass ambiguous cases to a person with the information they need. We test errors and repeated actions so an employee can understand a task’s state and continue the work.

Testing how a request is handled

SituationSystem action
Ordinary requestAssign a person responsible
Event arrives againKeep one request
Additional review neededPass to an employee

Rules must remain changeable

New approvals, employee roles and integrations will appear over time. We show the team where the rules are defined and which changes they can make themselves.

For technical changes, we preserve a description of connections and checks. This helps develop the process with an understanding of what a change will affect.

The person responsible takes part before handover

We involve the future process owner from the outset. Together we test stops, clarify data and work through unusual decisions they will face after handover.

Their questions inform improvements to the workflow and instructions. We agree in advance who owns the rules and who can help with technical changes.

Count all the work

We assess the effect through operation frequency, preparation and checking time, corrections, subscriptions and maintenance. We compare the original and new processes under comparable conditions.

We discuss where the team can use the time it gains and which improvements to test next. When the current task is solved, we complete the work and hand control to employees.

The team retains the right to revisit the process

We hand over rules, source code, integrations, access credentials, an activity log and instructions for errors and manual decisions. We review them along a real work path so the next task can start with an understanding of what has already been done.

The team can revise the automation rules as its tasks change.

What the work may include

  • Collecting enquiries

    Requests from different channels reach the people responsible.

  • Approving documents

    Participants, decisions and history in one workflow.

  • Regular reports

    Work data is assembled on a schedule.

  • Exchange between systems

    Orders and statuses update without re-entering them.

How the work is organised

Examine the process

We study employees’ work from preparing data through checking and correcting errors. We measure the volume of operations and the time they take.

From you
Examples of operations and participation from the employees who perform them
Stage outcome
Process description and measures for comparison

Define the rules

We decide which actions can be automated and where a person is needed. We work through exceptions and the procedure for handling errors.

From you
Examples of ordinary cases, errors and employee decisions
Stage outcome
Automation rules and assignment of responsibility

Connect the systems

We configure data exchange and automated actions. We test repeated events, stops and handover of a task to an employee.

From you
Access to systems and test data
Stage outcome
Working automation and an activity log

Test in daily work

With the responsible employee, we go through real work situations. We compare time spent before and after the change and hand over instructions.

From you
Responsible employee and time to observe the process
Stage outcome
Instructions, project materials and comparison of results

What we check

  • Data access

    We separate roles and record actions in a log.

  • Errors and repeats

    We test repeated processing and handover of exceptions to staff.

  • Economics

    We compare time, errors and costs before and after.

What we hand over

  • Source files and project repository
  • Access credentials and a list of external integrations
  • Update and recovery instructions
  • Documents covering rights and licences used
  • Process map, access rules and instructions for exceptions.

Which operations do you want to automate?

Describe a repetitive process and show its ordinary and exceptional cases. We will examine what can be simplified, where to keep people involved and how to measure the result.

hello@tok.moscow@TokMoscowBot
Discuss a project

After agreeing the work

  • Example of the process and its exceptions
  • Baseline measures of time and workload
  • Responsible person, roles and agreed access

How would you like to get in touch?

Send an emailTell us about your project and attach any materials.hello@tok.moscowLeave a request in TelegramThe bot will ask a few questions and share your answers with the team.