# Get one workflow ready for AI

This worksheet is preparation, not a completed assessment. Start with a task that happens repeatedly and creates a result your business needs.

## 1. Pick the work

- Workflow name:
- Person responsible:
- What starts it:
- What a good finished result looks like:
- How often it happens:
- Typical time per run:
- What goes wrong, gets delayed, or gets missed:

## 2. Walk through one real example

| Step | Who does it? | What information do they need? | Where does that information live? | What happens next? |
|---|---|---|---|---|
| 1 | | | | |
| 2 | | | | |
| 3 | | | | |
| 4 | | | | |
| 5 | | | | |

Include the last manual step: copying an answer, sending a message, entering a record, assigning a task, or following up. Do not stop the map when software produces an output.

## 3. Collect a small example

- One representative input, with customer or private details removed.
- One good output.
- One example that needed correction.
- The checklist, template, or instructions the person already follows.
- The person who can answer questions about exceptions.

Use approved tools for company information. A redacted example is enough for practice.

## 4. Try one improvement

Choose one: remove an unnecessary step; use one shared template; put essential information in one place; have AI draft an output for human review.

- Change to try:
- Person responsible:
- What must stay under human control:
- What would show that the change helped:
- Date to review the result:

## Workflow-mapping prompt

```text
Help me document one real business workflow. Ask one question at a time.
Start with what triggers the work, who owns it, and what a good outcome looks like.
Then keep asking what happens next until we reach the finished result.
For each step, identify the person, required information, tool, output, and next handoff.
Separate what I told you from assumptions. Do not recommend tools yet.
At the end, give me a short numbered workflow, missing information, and one step I can simplify without adding software.
```

## Reusable task instructions

A skill here means a saved set of instructions for one repeatable task. This is a content template, not an installed agent skill.

```text
Task: [one job]
Use when: [trigger]
Inputs: [required information]
Steps: [ordered checklist]
Good output: [format and example]
Human review: [what a person must check]
Stop and ask when: [missing information or exception]
Do not: [actions outside this task]
```

The next assessment is more useful when you can show the workflow, explain its impact, and identify who owns it. No need to learn a dozen tools first.