How to Select the Perfect Starting Point for Process Mining

Did you know that organizations lose up to 30% of their operational efficiency because processes aren't monitored effectively?

How to Select the Perfect Starting Point for Process Mining

You understand the value of Process Intelligence. You see the potential to move beyond static process maps and gain real-time, data-driven insights to recover that lost efficiency. But then comes the practical challenge: where do you actually begin? Many organizations stall before their first analysis is complete, simply because their pilot project was too complex or lacked a clear objective.

Selecting a pilot isn't just a technical task; it’s a strategic decision. You need a process where data is accessible, but more importantly, where a business owner is eager for improvement. Here is how to separate the signal from the noise.

Why a Pilot is the Only Way to Start

A pilot project is more than a test run - it’s your "proof of value." It serves as the bridge between theoretical potential and boardroom reality. By focusing your efforts on a smaller, controlled scope, you create a low-risk environment where you can prove the impact of process mining without disrupting the entire organization. This focused approach allows you to deliver tangible quick wins that catch the attention of leadership, ultimately building the momentum necessary for a successful, large-scale rollout.

Criteria for Selecting Your First Pilot Project

Not every process is a candidate for your first deep dive. To ensure you pick a winner, you should evaluate potential candidates against these four essential pillars:

• Business Impact
  Select a process that actually matters to the bottom line. Improvements should translate directly into measurable benefits -whether that’s cost reduction, shorter cycle times, or ensuring bulletproof compliance.
  
  
• Data Availability
  Process mining thrives on the digital footprints left in your IT systems. Start where data is "clean" and accessible. Classics like Purchase-to-Pay or Order-to-Cash are often ideal because they have clear milestones within systems like Microsoft Dynamics.
  
  
• Manageable Scope
  Avoid processes that span ten departments and three continents. A well-defined, repeatable process is perfect for a pilot. Success breeds confidence; start small to scale fast.
  
  
• Stakeholder Engagement
  Data tells the story, but people have to act on it. Choose a process owner who is open to innovation and ready to make changes based on what the data reveals.

How to Secure Stakeholder Buy-In

Support is the fuel for your project. To secure it, you must connect the pilot directly to the organization’s strategic goals. Rather than framing it as a standalone IT exercise, position process mining as a critical engine for digital transformation and long-term business strategy.

By quantifying how the project impacts high-level objectives - such as cost leadership, customer excellence, or improved compliance - you turn stakeholders into champions by showing them exactly how the pilot delivers on their top-tier priorities.

Communication is key to reducing friction. Position the pilot as a low-risk, high-reward experiment rather than a massive overhaul. Use simple visuals and short demos to make process mining insights feel accessible and actionable. When stakeholders see how raw data translates into immediate business value, resistance fades.

Finally, sustain buy-in through partnership. Involve key players from day one, giving them ownership of success criteria and the process being analyzed. This collaborative approach builds the trust and momentum needed to scale from a successful pilot to an enterprise-wide standard.

Five Common Pitfalls to Avoid

While focusing on these pillars sets a strong foundation, navigating the internal landscape requires you to be mindful of the hurdles that frequently derail early initiatives. Before launching your pilot, ensure you are prepared to avoid these five common pitfalls:

1. Starting with a Process That Lacks Reliable Data -> If data is incomplete or scattered, your analysis will be compromised. Always verify accessibility first.
   
   
2. Choosing a Process That Is Too Complex or Politically Sensitive -> Avoid processes that are too politically sensitive or involve too many conflicting department priorities.
   
   
3. Failing to Define Success Metrics Upfront -> Without clear goals, it’s hard to show value. Define success upfront - like a 10% cycle-time reduction or better compliance. These metrics are vital for building a business case to scale process mining.
   
   
4. Underestimating Change Management -> Plan for how insights will be acted upon; otherwise, the project will stall at the insight phase.
   
   
5. Overlooking Stakeholder Communication -> Even the best analysis fails if stakeholders aren't kept informed with clear, actionable updates. Transparency builds the trust needed for continued long-term support.

Ready to Prove the Value?

Choosing the right project is half the battle. At Mavim, we help you bridge the gap between your raw data and your operational goals. Curious which process in your organization is the best candidate for a pilot?

Reach out to our team, and together we’ll identify and design the pilot that sets your process mining journey up for success.