Start with the work, not the model.
A useful first workflow has a clear beginning, a defined outcome, and an owner who understands the exceptions. Document the manual steps before deciding which of them should change.
Establish the baseline
Record the current processing time, manual touches, monthly volume, rework, and common failure points. A pilot can only demonstrate improvement against an agreed baseline. Avoid estimates that cannot be checked.
Examine the interfaces
Find out how each system can be accessed. An available API does not automatically mean every required action is supported. Check permissions, field mappings, test environments, and how errors are returned. Where no reliable interface exists, reassess the scope.
Make exceptions visible
Separate straightforward transactions from ambiguous or sensitive cases. Define which conditions must route to a human. Missing information, inconsistent records, and uncertain extraction need explicit handling.
Define the pilot decision
Agree on scope, success metrics, acceptance criteria, and a production decision before implementation. A bounded pilot should help the organization decide whether to proceed, revise, or stop.
Questions to bring to an assessment
- What triggers the process, and what does completion mean?
- Which systems and people are involved?
- How much work occurs each month?
- What can go wrong, and who resolves it?
- What improvement would make the investment worthwhile?