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AI Workflow Worksheet

Pick one piece of work your team repeats every week and fill this in. If you can complete every row, the workflow is well enough understood to improve, with AI training, an automation, or sometimes just a clearer process. If you get stuck on a row, that row is where the work starts.

Field	Your answer
Task One specific piece of work, e.g. "reply to inbound quote requests"
Trigger What kicks it off? An email, a call, a date, a form submission?
Inputs What information or documents does it need to get done right?
Rules How do you know a good output from a bad one? What are the constraints?
Human owner Who owns this task, and where must a person review or approve?
Current volume How often does it happen? Per day / week / month.
Current time per occurrence How long does one occurrence take today?
Risk if wrong What happens if the output is wrong? Annoyance, lost money, legal trouble?
Before / after measurement How will you know it improved? Pick one number to watch.

Workflow Scorecard

Rate the workflow 0-5 on each factor, multiply by the weight, then add it up. Note that risk subtracts: a high-risk task scores lower on purpose. Higher totals are better AI candidates. Low or negative totals usually mean train the team, clarify the process first, or leave it alone.

Factor	Weight	Score (0-5)	Weighted
Repetition Does it happen the same way, over and over?	× 3
Time consumed How much total time does it eat per week?	× 2
Clarity of good output Is it easy to judge whether the result is right?	× 2
Business value Does improving it affect revenue, speed, or customers?	× 2
Risk if wrong Higher risk subtracts. Regulated, legal, or safety work scores high here.	× −3
Total