An AI assessment should identify the smallest workable delivery route: deploy a tool your team can already use, automate a process with clear rules, or build an application where the task and access needs justify it.
Decide from the work and the permissions
| Route | Use it when | First test |
|---|---|---|
| Adopt a tool | The work is mostly drafting, finding or summarizing information in a workspace you can govern. | Give a few staff one approved task and check the output and review time. |
| Automate a workflow | Inputs and actions are predictable, such as turning approved form submissions into tickets. | Run a known set of records through the workflow and review what reaches the exception queue. |
| Build an application or agent | The work spans systems or needs reasoning that a built-in tool cannot supply safely. | Define exactly what it may read and do, then test with restricted permissions and a person approving writes. |
Walk through one actual task
Consider a support team that spends every Monday turning ticket notes into a briefing. If the notes already live in an approved workspace, a drafting tool may be enough. If the briefing needs fixed totals from two ticket queues, a scheduled workflow can assemble the rows and ask a person to verify the summary. If the intended system must look up related incidents across several systems and suggest different next steps, prototype that separately. Name the sources it may access and keep changes to tickets behind approval.
For each route, record the user, one representative input, the expected output and the consequence of a mistake. Ask how the team will handle the task when the tool fails. That fallback often makes the decision clearer than a feature comparison.
Record the decision before paying for a build
- Name the team and the task you will test first.
- Identify the approved data and the system that owns the output.
- Set a baseline for time and errors, including human review.
- Record what would make you stop, switch routes or expand.
Turn the chosen route into an AI pilot charter. If several routes are plausible, start with the one whose pilot costs the least to reverse.
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