Choose a bounded process
A manageable pilot has a clear starting point and a defined output. Select a process that the team understands and can describe. An unclear workflow becomes harder to diagnose once automated steps are added.
Map the steps before choosing tools
Record what triggers the process, which information is used and where decisions occur. Note hand-offs between people or systems. Some steps may follow stable rules; others may require professional judgement.
- Inputs and the conditions that trigger the workflow
- Tasks, decisions and approvals
- The expected output and its recipient
- The person accountable for the process
Plan the exception path
Consider what happens when information is missing, an input is incorrect or a tool is unavailable. Decide how someone will notice the issue and take over. The normal path is only one part of a dependable workflow.
Define the evaluation before the pilot
Agree what will be reviewed, such as time spent, error handling or consistency of the output. Compare the result with the process being used today. Record the work required to operate and maintain the proposed approach as well as the steps it may simplify.
Make the next decision deliberately
Use the pilot to decide whether to refine, extend or stop the approach. Document what was learned and which responsibilities would need to be in place before broader use. A small pilot is useful when it improves the quality of that decision.
Put the brief into a conversation.
Discuss the learning requirements and next steps for your organisation.