Fields to capture
| Field | Why it matters |
|---|---|
| Workflow | Specific repeated outcome |
| Owner | Person accountable |
| Frequency | Runs per day/week/month |
| Minutes | Average active effort |
| Systems | Tools touched |
| Data | Inputs / sources |
| Exceptions | How often the standard path breaks |
| Error impact | What happens if output is wrong |
Use workflow-sized language
Good: “research every qualified lead before first reply.” Too broad: “sales.” Too narrow: “open LinkedIn.” A workflow should have a recognizable trigger and outcome.
What to do after inventory
Shortlist the candidates with meaningful repetition and accessible data, then score value, AI fit, risk and readiness.
Frequently asked questions
How many workflows should be in the inventory?
Start with enough to cover the major repeated work in one team—often 10–20 candidates—then expand if useful.
Should I include workflows that are already automated?
Yes if they still consume manual effort or create errors; existing automation may contain the next improvement opportunity.
What if time estimates are unreliable?
Record a range or sample the work directly. Do not pretend uncertain baselines are precise.