Look for repeatable work with a clear result
A useful candidate follows similar steps regularly: entering an enquiry into a CRM, sending a reminder or preparing a report. These tasks are easier to describe, test and compare with the current way of working.
Note how often the process occurs, how much time it takes and where mistakes appear. These figures do not need to be perfect. A few observations can already reveal a sensible place to start.
Describe the input, steps and expected outcome
A workflow might start with a form submission, check the data, save the enquiry, assign a responsible person and prepare a notification. Each step needs a defined purpose and recipient.
- What starts the process, and where does the data come from?
- Which tools need to connect?
- What counts as successful completion?
- Who receives errors or tasks that need a decision?
Decide where AI adds value
Fixed rules suit predictable operations. AI can help organise free-form text, prepare a summary or find information in selected material. A model does not need to take part in every step.
An AI result needs to be assessed against the task. For actions affecting customers or important decisions, a human approval step may be appropriate. We also establish which data is sent to the selected services from the outset.
Design for things going wrong as well
Missing data, duplicate submissions and unavailable APIs are normal operating conditions for integrations. A workflow needs retry rules, duplicate handling and a readable execution history.
Identify who takes over when the automation cannot complete its task. An error notification is of little use if nobody receives it.
Launch one workflow and compare the results
Begin with a limited scope and test representative cases, including failures. After launch, compare handling time, corrections and points where manual work is still required.
Use that evidence to decide what to expand. The aim is better everyday work, so documentation and the ability to adjust rules matter as much as connecting the tools.