Choose one recurring job: the update written every Friday, the order handoff or the weekly review. Then sit down with someone who knows it well. The useful starting point is a clear account of the work, and these six questions help you get there.

You don't need a complete procedure before having the conversation. A few past examples can reveal the steps and exceptions. Write down the answers you have and identify who can settle the rest.

  1. Who will use it, and who approves the result?Name the person who will run the workflow and the person who judges the output. They may be the same. Include the approver early, so the workflow is built to the standard they actually use.
  2. What starts the job, and what should come back?A signed order arrives, a deal closes or the week ends. Name that trigger, then describe the output in terms someone can check: a handoff with order lines, billing terms and missing details; or a review listing overdue tasks and their owners. Separate the prepared output from the action a person takes afterward.
  3. What inputs does each run need?List the files, exports and records needed to do the task. Confirm how your team can supply them and how current they need to be. The SOP and expert's know-how define the workflow; this week's export supplies the work it runs on. Direct connections to systems can be scoped separately.
  4. Which exceptions change the answer?Ask what happens with a missing order line, an unnamed owner, an unreadable scan or conflicting dates. Capture the rule your expert follows and when they ask someone else. These cases belong in the instructions and the tests.
  5. Which examples show what good looks like?Find past inputs and the outputs your team trusts. Include ordinary work and a few awkward cases. Agree what a reviewer will mark right, wrong or uncertain. At Fully Powered AI, we build with invented examples; your people run real work in your own account while we observe, without us keeping copies.
  6. Is the workspace ready for the people and information involved?Confirm the AI plan, the people who need access and your business's approval to use this information there. A workflow used by one person needs an agreed path to the rest of the team. Settle access and data use before the build starts.

In a law firm, include the responsible lawyer.

The lawyer sets the review standard and confirms that the proposed use fits the firm's rules. The firm approves the workspace for the information involved and understands that we will see real examples during testing. Those decisions belong with the people responsible for the firm's work.

Use the answers to choose the first output.

If the task is too broad, narrow it to something a person can use: the draft notice, the setup pack or the exceptions list. If the inputs are incomplete, identify what is missing. If nobody can agree what good looks like, settle that before asking a builder to implement it.

The answers may point to a workflow, a better checklist or a feature you already have. They also tell you how to measure the result. Count the full effort of gathering inputs, running, reviewing and correcting, alongside the quality or coverage you want to improve.

Bring what you know to the fit call. We can help clarify the rest and choose a useful first build.