October 27, 2026
October 27, 2026
How to Spot AI Automation Opportunities in Your Workflow
Not every task should be automated. A simple two-question test shows you which parts of your week are ready for AI today, and which should stay human.
Not every task should be automated. A simple two-question test shows you which parts of your week are ready for AI today, and which should stay human.
Most owners know they’re losing time to manual work. The hard part is knowing where AI will actually help. This is the framework we use in our workshops and AI audits with Canadian and US SMEs.
Step 1: List the work, not the tools
For one week, have each person jot down the tasks they repeat. Answering the same customer questions, entering receipts, booking appointments, writing social posts, chasing invoices. Be specific: “copy the lead’s details from email into the CRM” beats “admin”.
Step 2: Score each task on two questions
- How repetitive is it? Does it follow the same pattern most of the time?
- How costly is a mistake? If the AI gets it wrong, is that a minor fix or a serious problem?
Step 3: Sort into four groups
- Repetitive and low risk: automate now. Think call answering, lead capture, receipt logging, appointment reminders, first drafts of posts.
- Repetitive and higher risk: automate with a person reviewing. Bookkeeping categories, client emails, quotes.
- Varied and low risk: use AI as an assistant. Research, summaries, brainstorming.
- Varied and high risk: keep it human. Pricing decisions, sensitive conversations, legal and financial calls.
Step 4: Pick one and measure it
Choose the task in the first group that eats the most hours. Note how long it takes today, automate it, and measure again after a month. That number tells you whether to expand.
Where we usually find the quickest wins
- Missed calls and slow replies to new leads
- Receipt capture and bank reconciliation
- Tenant and customer questions that repeat every day
- Planning and scheduling social media posts
Want us to run this exercise with your team? Our free 30-minute AI audit does exactly that.
Most owners know they’re losing time to manual work. The hard part is knowing where AI will actually help. This is the framework we use in our workshops and AI audits with Canadian and US SMEs.
Step 1: List the work, not the tools
For one week, have each person jot down the tasks they repeat. Answering the same customer questions, entering receipts, booking appointments, writing social posts, chasing invoices. Be specific: “copy the lead’s details from email into the CRM” beats “admin”.
Step 2: Score each task on two questions
- How repetitive is it? Does it follow the same pattern most of the time?
- How costly is a mistake? If the AI gets it wrong, is that a minor fix or a serious problem?
Step 3: Sort into four groups
- Repetitive and low risk: automate now. Think call answering, lead capture, receipt logging, appointment reminders, first drafts of posts.
- Repetitive and higher risk: automate with a person reviewing. Bookkeeping categories, client emails, quotes.
- Varied and low risk: use AI as an assistant. Research, summaries, brainstorming.
- Varied and high risk: keep it human. Pricing decisions, sensitive conversations, legal and financial calls.
Step 4: Pick one and measure it
Choose the task in the first group that eats the most hours. Note how long it takes today, automate it, and measure again after a month. That number tells you whether to expand.
Where we usually find the quickest wins
- Missed calls and slow replies to new leads
- Receipt capture and bank reconciliation
- Tenant and customer questions that repeat every day
- Planning and scheduling social media posts
Want us to run this exercise with your team? Our free 30-minute AI audit does exactly that.
