Follow one real item, not the theoretical process.
Pick an actual invoice, enquiry, or application that moved through your business recently, and trace exactly what happened to it, not the tidy version in a process document nobody follows precisely.
Write down every handoff and every wait.
Note every time the item moved between a person or a system, and how long it sat before the next step happened. Waits and handoffs are usually where the real time and errors accumulate.
Capture the workarounds, not just the official steps.
If someone routinely does something the process document doesn't mention, an extra check, a side conversation, a manual fix, that workaround is telling you something the diagram is missing.
Separate what a person decides from what's just data movement.
Some steps are genuine judgment calls. Others are just information being copied or checked against a rule. Automation belongs in the second category; the first stays with a person, at least until you've built enough trust to change that.
Only then choose the tooling.
A clear map tells you what the automation actually needs to do, which makes tool selection straightforward. Choosing the platform first and fitting your process to it tends to produce the opposite.
Bring your workflow, your constraints, and the outcome you want to achieve.