Name the task
Choose one task, the person responsible and what they need.
A recent example
Check what you have
Find sample records and someone who can check the result.
Fill any gaps first
Agree the test
Decide what a useful result looks like and when to review it.
Keep, change or stop
1. Describe the work without mentioning AI
Write one sentence: When [event] happens, [person] uses [records] to prepare [result] for [reviewer]. For example: every Monday, the operations lead uses branch reports to prepare a list of problems for the regional manager. If the task needs several teams, several results or a replacement of the main system, make it smaller.
2. Check what you need to begin
- Someone is responsible for the task and can check examples regularly.
- You can provide records you are allowed to use, including incomplete cases.
- Someone can compare the result with the records or agreed checks.
- A person can catch a mistake before the tool sends a message or changes a record, and can stop the task.
- You can measure how much time or effort the work takes today.
If you do not have permission to use the records, a person to check the result or a way to review it, settle that first. A high score elsewhere does not fix a missing basic requirement.
3. Compare your ideas
| Check | 1 | 2 | 3 |
|---|---|---|---|
| How often | Occasionally | Weekly | Daily |
| Records available | Major gaps | Some cleanup | Usable examples |
| Same steps each time | Rules unclear | Some exceptions | Clear recurring pattern |
| Checking the result | Hard to verify | Expert review | Quick record check |
Score each idea together and explain why you chose each number. A high total suggests a task worth examining, but it cannot make up for missing records or a reviewer. For example, a weekly report might score 11 and an invoice follow-up 10. If no one can check the report, solve that before choosing it.
4. Write down the first test
Task:
Person responsible and reviewer:
When it starts and how often:
Records needed, who owns them and how current they are:
Result and where someone will check it:
What needs approval:
What is outside this test:
Examples and checks for a good result:
How the task works today and what to measure:
Review date:
When to stop:
Who looks after it if you continue:5. Decide what counts as progress
Choose one main measure and a few checks. For a report, count time per accepted report, including review and corrections. Record missing or wrong facts too. Agree how much improvement would make continuing worthwhile before you see the result. The before-and-after worksheet gives you a place to record it.
6. Set the review decision now
- Continue when outputs meet the agreed checks and the measured benefit justifies the operating effort.
- Change the scope when the task is useful but the inputs, output format or review process need adjustment.
- Stop when the output cannot be verified, material mistakes keep escaping review, or the running effort outweighs the benefit.
At the review, include rejected and difficult cases along with successful examples. Write down the decision and who made it. Add more tasks only when the first one works in daily use, not just in a demonstration.