Step 1 of 5
Choose repetition, not complexity.
Start by identifying a task that happens often and has a reasonably consistent set of steps. Record how it works now before choosing a tool.
Step 2 of 5
Measure the current effort.
Use your own observations rather than a headline productivity claim. Count frequency, handling time and rework. Separate waiting time from actual staff effort.
Step 3 of 5
Define the exception before the happy path.
A workflow needs a clear response when information is missing, an approval is declined or an external system is unavailable.
Step 4 of 5
Keep judgement where it belongs.
Decide which actions can follow an explicit rule and which require an authorised person. An AI-generated suggestion should not silently become permission to act.
Step 5 of 5
Evaluate the whole process.
Compare the pilot against the baseline, including review, exception handling and ongoing maintenance. Expand only when the result is useful enough to own and support.
A planning worksheet, not an assessment of your environment. Avoid entering passwords or confidential information in general website tools.