Free worksheet
AI Workflow Opportunity Worksheet
List the work that repeats, how often it happens and what it costs you in time. Twenty minutes with this sheet usually shows where to start, and where not to.
How to use it
- Write down five to eight tasks your team repeats every week. Think about calls, bookings, follow-ups, reminders, quotes, reviews, reports and hand-offs between people or tools.
- For each, estimate how often it happens and how many minutes it takes. Estimates are fine; mark them as estimates.
- Note what happens when it is late or missed, and whether a person has to make a judgement call.
- Look at the guidance under the table. It is a way to think, not a score.
| Task | Who does it | Tools involved | How often | Minutes each | Hours a month | If late or missed | Person must decide? | Notes |
|---|---|---|---|---|---|---|---|---|
| - | ||||||||
| - | ||||||||
| - | ||||||||
| - | ||||||||
| - | ||||||||
| - |
Total: -
Hours a month = times per period x periods per month x minutes / 60, using 21.7 working days or 4.33 weeks a month. These are your estimates, not measurements.
How to read it
There is no score here on purpose. A number would look precise without being validated. Instead, look for these patterns:
- Frequent, rule-based, and the same each time: a strong candidate. The rules can be written down and checked.
- Late or missed means lost revenue or an unhappy customer: worth doing first, even if the hours are modest.
- A person must decide every time: keep the decision with the person. The system can prepare the decision and ask, but should not make it.
- Your current software already has a feature for it: turn that on before building anything.
- Mistakes would be costly or unsafe (medical, legal, financial advice): route to a person, do not automate the judgement.
Hours are not money. Time saved only becomes money if paid hours fall or the time goes to work that earns revenue.
Bring the finished sheet to your assessment conversation. It makes the 30 minutes go much further.