How to optimize business processes with AI: human-centered automation in action

How can artificial intelligence truly improve the way people work? In this article, we share our approach to business process optimization through AI: from the 20tab method based on Event Storming to a concrete case of intelligent automation with real impact on efficiency and well-being.

Artificial intelligence will not replace people. It can do something much more valuable: free them from exhausting, repetitive tasks, giving back time, clarity, and focus for what truly matters.

AI That Supports People

Too many professionals spend their days buried in spreadsheets, administrative tasks, redundant forms, manual validations, and system-to-system transcriptions. Necessary activities, but often stressful and low in value.

This is where AI for business process optimization truly shines, reducing inefficiencies and unlocking time for high-value activities.

With AI, it’s possible to:

• eliminate manual, low-value data entry,
• build intelligent agents to handle repetitive tasks,
• create virtual assistants to support internal operations,
• extract insights from large volumes of data in seconds.

While the system does the heavy lifting, people can focus on what truly requires expertise, experience, and critical thinking: supervision, strategic decisions, and human relationships.

From Process to Solution: the 20tab method

In our approach, adopting AI isn’t just a technical decision, it starts with analyzing the process. No innovation can generate value if applied to an inefficient or unclear workflow.

That’s why our starting point is always a deep understanding of the operational context.

We use Event Storming, a visual and collaborative methodology that enables us to:

• map workflows in a detailed and shared way,
• clarify who does what, when, and with which tools,
• identify bottlenecks and inefficiencies,
• align all stakeholders around a common vision.

This foundation leads to a structured path built on three key phases:

1. Mapping the Current Process
   We work with the team to analyze activities, actors, and pain points, building a shared and concrete representation of the existing system.
2. Optimization Proposal
   We identify the areas where automation can create value through targeted interventions, improving everyday operations without disrupting existing balance.
3. AI System Design and Development
   We develop tailor-made solutions: technologies shaped around the real needs of the organization, integrated into existing workflows, and ready to scale.

The UDA Connect Project

A standout example is the work done with Ingenium as part of the UDA Connect project, which focuses on managing Didactic Learning Units.

After a thorough analysis of workflows - laden with manual and time-consuming tasks - we designed and built an AI-based platform capable of:

• extracting and analyzing data from PDFs and other diverse sources,
• automating repetitive validation and archiving phases,
• allowing staff to focus on content quality instead of mere transcription.

The result was a leaner, more accurate, and more sustainable process, with tangible benefits in terms of both productivity and employee well-being.

Read the full case study

Technology for People

Adopting AI is a strategic and cultural choice. It means rethinking roles, tools, and skills. It means embracing change with clarity and intention.

At 20tab, we believe in human-centered innovation, where technology enhances people’s value, it doesn’t replace them. The right technology, applied to the right process, can make all the difference.

Explore more about AI & Machine Learning

Key Takeaways

• AI can automate repetitive, manual tasks and unlock time for high-value activities.
• Process optimization starts with a clear understanding of workflows, not with technology.
• The 20tab method uses Event Storming to align teams and identify areas for automation.
• AI adoption is a cultural shift that enhances human capabilities, not replaces them.