01
Look for repeated work with a clear pattern
Start with tasks people perform often: copying form responses into a CRM, preparing a recurring report, or sending a notification when a record changes. Choose a real example and follow it from the trigger to the final outcome. The most useful first candidate usually has predictable inputs and an identifiable owner.
Ask the people doing the task where the time goes. A step that looks simple from outside may involve checking missing information or resolving exceptions. Those decisions need to be understood before the process is automated.
02
Write down the rules and exceptions
Record what starts the workflow, which systems it uses, what information moves, and what should happen when something is missing. Include duplicate submissions, unavailable tools, and changes made after the process starts. A flow that works only for the easiest case may create more manual cleanup than it removes.
- What triggers the process?
- Which inputs are required?
- Which steps need approval?
- Who handles a failed or incomplete run?
03
Decide whether ordinary rules are enough
Not every workflow needs AI. If the task is to move a known field between two systems or notify someone when a defined condition is met, ordinary rules may be sufficient. AI is more relevant when the work involves interpreting variable information, preparing drafts, or organizing unstructured content.
Where AI is considered, define what a good output looks like and what mistakes would be costly. Test representative examples and decide where human review belongs. Do not grant broad data access simply because an integration makes it possible.
04
Measure a small pilot before expanding
Choose a bounded workflow and record its current effort, frequency, and common errors. Then agree how you will judge the pilot. A useful result might be fewer repeated entries, clearer tracking, or faster preparation for review; it should be something the process owner can observe.
Include the cost of subscriptions, provider limits, and future changes to connected tools. The workflow also needs an owner after handover. Automation is a maintained part of the business process, not something that should be assumed to run indefinitely without attention.
- Use representative cases, including failures
- Keep a manual fallback where the task requires it
- Document access and operational responsibilities
- Expand only after the first workflow proves useful