WORKFLOW AUTOMATION PROJECT BRIEF
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1. Describe one repeated task
Name the person who owns the process, what starts it and the result they need. Record the current steps, frequency and typical workload. If these are estimates, label them as estimates.
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2. List the tools and information involved
List the inbox, spreadsheet, CRM or other systems that supply and receive information. Note available APIs, account ownership and any restrictions on access. Use anonymized samples when discussing the scope.
Your notes: 

3. Separate rules from judgment
Write down predictable rules first. Identify any step that needs language interpretation or a person's decision. AI may help with classification or extraction; it should earn its place through evaluation.
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4. Define exceptions and approvals
Specify what happens when data is missing, an integration fails or a request is repeated. Name who approves messages, payments or record changes, and how they can stop or correct a workflow.
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5. Agree what success means
Choose checks that a process owner can verify. Establish a baseline before claiming time savings. For an AI step, supply representative examples, expected outputs and cases where escalation is required.
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6. Plan ownership and ongoing work
Record the deadline, people available for review, hosting and provider accounts, usage costs, documentation and support expectations. Discuss a small first release when requirements are uncertain.
Your notes: