Make a short list of desk work that repeats
Ask each person to name a task they did more than once last week. Write the task as a specific action. Turning notes into a recap is easier to estimate than managing communication. Copying completed intake forms into a shared tracker is easier to test than fixing the whole intake process.
For each task, note how often it happens and how many minutes it takes. If three people each spend 20 minutes assembling a report every Friday, that is an hour of team time each week. Take a few measurements from a typical week and include cleanup, such as finding missing fields or reconciling two files.
Choose a task with a clear finish line
A good candidate has a recognizable starting point and an output someone can check. A folder of approved updates can become a first draft of a weekly summary. A completed form can become a tracker entry. Writing a policy from a handful of unrelated documents takes more interpretation, so you might start by gathering or organizing those documents.
Choose how you will handle surprises before you build. If the source information is incomplete, mark the output for review. If the draft will go to a customer, decide who reads it first. A clear rule may handle some steps on its own, while AI can help summarize information written in different ways.
Give the first pilot a simple scorecard
Pick one task and try the new process with a small group. Track how much time each run takes, including time spent reviewing AI output. Ask the people who do the work where they still have to step in. Use their answers to decide whether to adjust the steps or expand the pilot.
- Before the pilot, write down what a good result looks like.
- During the pilot, count missing details, corrections, and exceptions.
- After the pilot, compare the time saved with the work it takes to keep the automation running.
- Name the work your team can spend that time on, such as calling partners or checking in with clients.