Task mining solutions are not a classic software rollout, but rather a structured improvement project. A clear process is crucial to achieving transparency, acceptance and reliable results. This article explains step by step how a typical task mining project with Paxray works – from defining objectives to data protection and data collection to analysis, measures and implementation.
At Paxray, a task mining project follows a clear phase logic: setup, recording, analysis and measures. This structure ensures that everyone involved knows what is happening when, what roles are necessary and what results are expected.
The first step is a use case workshop. Together, we define the goals, scope, key questions, responsibilities and schedule. Typical questions include: Which processes should be examined? Is the focus on efficiency, automation, quality or costs? This step lays the foundation for the overall success of the project.
Early coordination with IT, data protection and the works council is crucial. This involves clarifying technical framework conditions, GDPR requirements and works council issues. Paxray supports both cloud and on-premise operation and is GDPR-compliant by design, which significantly simplifies this phase.
Acceptance is a key success factor. An employee workshop is held to openly explain the purpose of the project, how task mining works and what is deliberately not being recorded. Transparency creates trust and increases willingness to actively participate.
Once the organisational preparations are complete, the technical implementation can begin. The software is rolled out and an ideal process is carried out once to train the recording module. Paxray then automatically recognises the process and its variants.
Real workflows are recorded anonymously over a defined period of time. This does not create any additional work for employees. Process variants, system paths, manual activities, bottlenecks and time wasters are recorded. This creates an objective picture of the processes as they are actually carried out (van der Aalst, 2022).
The recorded data is evaluated in a structured manner. The results include BPMN models, time and variant analyses, and clearly identified efficiency and automation potential.
The results are interpreted and prioritised in a joint workshop. Quick wins are distinguished from structural measures. The result is a prioritised action plan with a clear basis for decision-making.
The defined measures are implemented – internally or with partners. Typical measures include process simplifications, training, interface adjustments and RPA or AI automation. Repeated measurements allow successes to be transparently documented.
A task mining project works particularly well when it is structured, transparent and data-driven. Paxray’s clear project workflow ensures acceptance, reliable results and sustainable process improvement.
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