Know what to automate, and what not to.
Before selecting a tool, assess whether the business has a clear use case, usable data, accountable owners, and the capacity to adopt a new way of working.
1. Problem clarity
Can the team describe the current problem, who experiences it, and what measurable improvement would matter? If the problem is vague, the AI solution will be difficult to evaluate.
2. Workflow readiness
Map the current steps, handoffs, exceptions, and approval points. Look for repetitive work, but do not assume every repetitive task should be automated.
3. Data and access
Check whether the required information exists, is accurate enough, can be accessed lawfully, and has an owner responsible for its quality and availability.
4. Governance and risk
Define what the system may do, what requires human approval, how sensitive information is handled, and how decisions can be reviewed after the fact.
5. Team capacity
Someone must own the product after launch. Include subject-matter experts, technical delivery, security, operations, and the people who will use the workflow every day.
6. A prioritised first use case
Choose a use case where the value can be observed, the risk can be managed, and the team can learn quickly. A smaller reliable workflow is usually more useful than a broad programme with no clear owner.