Write down the current process
Record what starts the task, what information it uses, and what happens at each step. Include the informal handoffs that are easy to miss.
Separate repetition from decisions
Moving information between systems is different from deciding what that information means. Identify which rules can be stated explicitly and which steps require human context.
Choose the review points
Put checks where incorrect information or an unsuitable action could create more work. Decide what happens when the input is incomplete or unexpected.
Start small and inspect the result
Try a bounded piece of the workflow with representative inputs. Compare it with the existing process. Expand only after its behavior is understandable and the exceptions are handled.