Honest guidance on when automation isn't the right answer
Honest guidance on when automation isn't the right answer
Last Updated: January 2026
Pages
https://sg1consulting.com.au
"The best automation consultants know when to say 'don't automate this.'"
— Sam Steele, Founder of SG1 Consulting
We build automation for a living. But we've also walked away from projects where automation would have done more harm than good. This guide shares what we've learned about when NOT to automate.
Being honest about limitations builds trust—and saves you from expensive mistakes.
Problem: "We kind of do it differently each time" or "It depends on who's handling it."
Why automation fails: AI can't automate what isn't consistent. If your team makes judgment calls or the process changes based on context, automation will either fail or produce wrong results.
What to do instead:
Document and standardize the process first. Create decision trees. Then automate.
Problem: Client onboarding, relationship building, sensitive communications.
Why automation fails: Some tasks shouldn't be efficient—they should feel personal. Automating your client welcome process might save time but cost you the relationship.
What to do instead:
Automate the preparation (gathering information, scheduling) but keep the interaction human.
Problem: "We only do this 2-3 times a month."
Why automation fails: Building automation takes time and money. If you're only doing something a few times a month, the ROI may never make sense. A 30-minute task done 3x/month = 1.5 hours saved. That's 18 hours/year.
Rule of thumb:
If automation saves less than 5 hours/month, it's probably not worth the setup cost.
Problem: Tasks that require experience, intuition, or reading between the lines.
Why automation fails: AI can follow rules, but it can't replicate the judgment of an experienced professional. Reviewing contracts for "red flags," assessing client fit, or deciding when to escalate—these need human wisdom.
What to do instead:
Use AI to surface information and flag potential issues. Let humans make the final call.
Problem: Medical decisions, legal advice, safety-critical systems.
Why automation fails: AI makes mistakes. If those mistakes could hurt someone or expose you to liability, full automation is too risky. This is why we build human review into every workflow.
The right approach:
AI assists, humans approve. Every critical action gets a human checkpoint.
Problem: Team resistance, lack of buy-in, or fear of job loss.
Why automation fails: The best automation fails without user adoption. If your team sees AI as a threat rather than a tool, they'll find ways to work around it—or leave.
What to do first:
Communicate clearly that automation is about freeing people from tedious work, not replacing them. Involve the team in choosing what to automate.
Problem: "We're switching CRMs next quarter" or "We're reorganizing the team."
Why automation fails: Automating a process you're about to change wastes money. Wait until the dust settles, then automate the new process.
Better timing:
Document your ideal future process, complete the change, stabilize for 2-4 weeks, then automate.
The best candidates for automation are tasks that are:
Done the same way every time, multiple times per week
Clear if-then logic that can be written down
Moving, transforming, or validating data between systems
Notifications, reminders, follow-ups that need to happen on schedule
Manual tasks where human errors cause rework or problems
Tasks that don't require expertise but take time away from high-value work
We will always give you an honest assessment. If automation isn't right for your situation, we'll tell you—even if it means losing the project.
Our goal is to build long-term relationships with businesses we can genuinely help, not to sell automation for its own sake.
Tell us about your processes. We'll tell you what's worth automating—and what isn't.
Get Honest AdviceGet a personalized assessment of automation opportunities in your business. We will identify the highest-ROI processes to automate first.
Start Free AI AnalysisEmail: contact@sg1consulting.com.au
Phone: +61 410 652 449
Click "Save as PDF" or use Ctrl/Cmd + P and select "Save as PDF" as the destination.
For best results, use Chrome or Edge browser.