Free from AI Ops Foundry. Use it alongside the video 5 Business Tasks You Can Automate With AI Today.
Part 1 · Readiness checklist
Tick every box before you build:
- I picked one task that happens at least weekly.
- I can describe the rules in a few sentences, as if training a new employee.
- I know which app the work starts in (trigger) and which app it ends in (action).
- I've defined what happens when the AI is unsure (an "other" or "needs review" path).
- The first version will draft only; a person approves anything customer-facing.
- I checked my AI provider's data-handling policy for the data involved.
- I collected 10–20 real past examples to test with.
- I set a monthly spending limit with my AI provider.
- I know where the log lives (a spreadsheet tab is fine).
Part 2 · One-page workflow planner
| Field | Your answer |
|---|---|
| Workflow name | |
| Task it replaces | |
| How often it happens | |
| 1. Trigger (what starts it?) | |
| 2. AI step (classify / summarize / extract / draft) | |
| AI instruction (one paragraph) | |
| Required output format | |
| 3. Rules & review (what runs automatically, what waits for a person?) | |
| "Unsure" path | |
| 4. Action (where does the result go?) | |
| 5. Log (where is each run recorded?) | |
| Test set location (10–20 examples) | |
| Success criteria after two weeks |
Part 3 · Five starter blueprints
Blueprint A · Email triage with reply drafts
- Trigger: new email in inbox
- AI step: classify as sales / support / billing / other; one-sentence reason
- Rules: never auto-send; "other" gets no draft
- Action: apply label; save draft reply for sales and support
- Log: sheet row with timestamp, sender domain, category, reason
Blueprint B · Meeting notes to tasks
- Trigger: new document in a "Meeting Notes" folder
- AI step: extract a JSON list of
{task, owner, due_date} - Rules: items with no owner are flagged, not assigned
- Action: create tasks in your project tool; email a summary to attendees
- Log: sheet row per meeting with task count and flagged count
Blueprint C · Weekly business report
- Trigger: schedule, Mondays 7:00 AM
- Step: spreadsheet formulas calculate week-over-week changes (no AI)
- AI step: write a 5-sentence plain-English summary of the calculated results
- Rules: the summary may only reference numbers present in the input
- Action: email the report to the owner
- Log: sheet tab "Report history"
Blueprint D · Grounded FAQ answers
- Trigger: new question from a contact form or support inbox
- AI step: answer only from the approved FAQ document; otherwise reply "not covered"
- Rules: "not covered" answers go to a person; no pricing or refund answers
- Action: save draft reply; for "not covered", create a support task
- Log: sheet row with question, answered/not covered, FAQ section used
Blueprint E · Lead intake and follow-up
- Trigger: website form submission
- AI step: summarize the request; match it to your service list and criteria
- Rules: leads outside criteria are tagged "review," not rejected
- Action: add to CRM or sheet; notify owner; save drafted follow-up email
- Log: the CRM/sheet record itself
Part 4 · Testing log template
| # | Input (short description) | Expected result | AI result | Match? | Fix applied |
|---|---|---|---|---|---|
| 1 | |||||
| 2 | |||||
| 3 |
Part 5 · Five rules to remember
- The AI drafts; a person sends (at first).
- Formulas do math; AI explains it.
- Every category list needs an "other."
- Test on real past examples before going live.
- Log every run.
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