What counts as a workflow?
Anything repeated. Monthly reporting, quoting, onboarding, invoice coding, roster changes, tender responses, incident write-ups. If two people would describe it the same way, it is a workflow.
Free tool
AI Use Case Shortlist
The AI use cases in your business are not hiding. Nobody has asked the right questions in the same room. Name your candidate workflows, score them on six factors, and get them back ranked.
- Name the workflows that eat your hours
- Score each on six factors and flag any stop signs
- Your ranked shortlist is emailed to you
The AI Use Case Shortlist scores candidate workflows on six factors: frequency, time cost, repeatability, input availability, checkability, and value of speed. Each is rated from 1 to 5, giving a score out of 30. Five stop signs then disqualify workflows that should not be automated at all, including anything affecting physical safety without a human check, work legally required of a named individual, and processes nobody can currently explain. Rushi Vyas uses this step inside the AI Process Audit with organisations across Australia.
Step one
Six questions that surface real candidates
- What does your team spend Monday morning doing?
- What is the task everyone quietly hates?
- Where does the same information get typed in twice?
- What takes two days that a customer expects in two hours?
- What do we send outside because nobody internally has time?
- What gets done late every month because it is nobody's actual job?
Step two
Score each one. 1 is low, 5 is high.
Frequency. 1 is a few times a year. 5 is many times a day.
Time cost. 1 is minutes per occurrence. 5 is hours per occurrence, or hours every week in aggregate.
Repeatability. 1 is every instance differs and needs judgement. 5 is the same steps in the same order almost every time.
Input availability. 1 is the information lives in conversations and memory. 5 is it arrives as text, documents, forms, or data you already hold.
Checkability. 1 is nobody would notice a wrong output until it caused a problem. 5 is a person can verify it quickly and would catch an error immediately.
Value of speed. 1 is nothing improves if this happens faster. 5 is faster turnaround directly affects cost, compliance, safety, or a customer decision.
Frequency. 1 is a few times a year. 5 is many times a day.
Time cost. 1 is minutes per occurrence. 5 is hours per occurrence, or hours every week in aggregate.
Repeatability. 1 is every instance differs and needs judgement. 5 is the same steps in the same order almost every time.
Input availability. 1 is the information lives in conversations and memory. 5 is it arrives as text, documents, forms, or data you already hold.
Checkability. 1 is nobody would notice a wrong output until it caused a problem. 5 is a person can verify it quickly and would catch an error immediately.
Value of speed. 1 is nothing improves if this happens faster. 5 is faster turnaround directly affects cost, compliance, safety, or a customer decision.
Questions
What people ask before they start
What are the stop signs for?
They kill about a third of the ideas leadership teams walk in with, and that is a feature. An advisor who never says do not is a salesperson.
How many should I list?
Two to five is the sweet spot. If you list ten, you are inventorying rather than choosing, and choosing is the hard part.
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