Start with one repetitive task that has a clear owner and a measurable baseline.
Choose a bounded problem
A recurring report, enquiry follow-up or approval handoff is easier to improve than an undefined goal to digitise everything. Describe where the task starts and what a completed result looks like.
Observe the current process
Record who handles the task, where the information sits, how often it happens and what commonly goes wrong. Use an actual example to identify the handoffs.
Decide what should remain human
Separate repetitive preparation from decisions that need judgement or authorisation. AI-assisted work should have a clear review step appropriate to the information and task.
Pilot before expanding
Build a small workflow with suitable sample data, test the exception cases and give the users a simple way to report problems. Keep ownership and maintenance responsibilities clear.
Measure a useful result
Compare a defined measure before and after the pilot, such as preparation time or missed follow-ups. Use observed results to decide whether to extend, revise or stop the workflow.