This guide walks you through identifying, scoping, and rolling out your first AI-assisted workflows — with templates you can adapt to your team.
Phase 1 — Discovery (Week 1)
- Interview 3–5 staff about repetitive weekly tasks
- Log time spent on email, data entry, and report building
- List tools already in use (email, CRM, accounting, chat)
- Identify one workflow with clear inputs and outputs
Phase 2 — Design (Week 2)
- Map the current process step by step
- Mark steps AI can draft vs. steps requiring human approval
- Define data that must never leave approved systems
- Create prompt templates for repeatable tasks
Phase 3 — Pilot (Weeks 3–4)
- Run the workflow with 2–3 users only
- Collect feedback on accuracy and time saved
- Adjust prompts and approval rules
- Document the final process in your SOP library
Common pitfalls to avoid
Automating too much at once
Start with one workflow. Prove value before expanding.
Skipping approval rules
Always define who signs off on customer-facing output.
Ignoring training
Staff need 1–2 sessions to trust and use new tools consistently.
No success metrics
Track hours saved, error rates, and ticket volume before and after.