Choose one repeated workflow
Try missed calls, quote follow-up, intake, files, data entry, or support. Do not pick a task as broad as “customer service.”
Free 800-Hour Workflow Worksheet
Measure the work before you automate it.
Put one repeat task on paper. Estimate the hours, labor cost, and harm each year. Then decide if you need AI, a simple tool, better steps, or no change.
Why start here?
“We need AI” is not a business case.
A useful project starts with one task, an honest work count, and a clear starting point. This sheet shows the hidden cost before a tool seller or smooth demo picks the answer for you.
Use real data when you have it. If you do not, watch the work for one or two weeks. Mark the result as an estimate.
Count monthly occurrences
Use call logs, tickets, forms, quotes, or a short sample. A fair range is better than a sure guess.
Measure staff time
Count each person who touches the task. Include time spent typing facts again, finding notes, fixing errors, and passing work on.
Calculate hours and labor cost
Find the hours per year. Multiply by the full hourly cost, with pay and basic overhead. List waits, lost sales, and risk on their own.
Apply the ten-times test
Move ahead only when a careful first-year value may be ten times the fee. The change must also avoid too much risk.
Important:
Hours on this sheet are not promised savings. A tool will not save every minute. Saved time has value only when the firm puts it to good use. Use this sheet to pick what to test, not to make a sales claim.
Found something expensive?
Bring the work, not a list of AI tools.
The $1,000 Prime Mind Crew Jumpstart measures one useful task. We compare AI with simple fixes. In Focused remote session, you get a clear yes, no, or start-smaller choice.
Discuss this workflow