A checklist for your first AI project

An AI pilot needs a defined task, permitted inputs, a person who can review the output, and a way to measure whether it helps. Start with one task your team repeats each week. Use the questions below to identify gaps before building an AI agent or automated workflow.

Define the task

1. Which recurring task takes the most time?

Track a week of work. Look at report writing, support routing, data entry, or scheduling. Pick a task with a process you can describe to another person.

2. Do you have examples of the inputs and outputs?

Gather a few representative examples of the material you start with and the result you want. Remove information you do not have permission to share before testing an external tool.

3. How much does the current process cost?

Record the time spent and how often someone has to correct the result. Use those numbers as a baseline for the trial, including the time you will spend reviewing AI output.

Prepare the trial

4. Who will own the work?

Choose a person who knows the process and can answer questions, review drafts, and decide whether the result meets the team's needs.

5. What can you spend on a trial?

Set a limit for setup, software, and staff time. Agree on the point at which you will review the results and decide whether to continue.

6. What does your team need to learn?

Ask the people doing the task where they expect trouble. Give them time to try the tool and explain how they should check its output.

7. Can you connect the tools involved?

Check whether your existing tools support the integrations you need. Account for access permissions, data formats, and the work required to maintain those connections.

Decide whether to continue

8. What result would count as an improvement?

Choose a measurable target, such as reducing the time spent preparing a report while maintaining its accuracy. Record the current result so you can compare it with the trial.

9. Can you test on a limited scope?

Use one report, one team, or a small sample of work. Keep the existing process available while you evaluate the new one.

10. Who will maintain the workflow?

Allow for changes to the source material, software, and team. Agree on who will monitor errors and update the workflow after the trial.

Use the answers to plan

You do not need a score. Identify the questions you could not answer and assign the next actions. You might need to document a process, gather examples, or confirm access before building anything.

We can help you choose a task and plan a trial. Tell us about the workflow, the tools your team uses, and where the work gets held up.