Brief — automation and AI

The basics

1.What's the company called?

2.What is the project about?

Automating a repetitive processProcessing documents (e.g. invoices, contracts, forms)An AI assistant for customers or the teamSorting and routing requests or emailsConnecting systems that don't talk to each other todayAutomatic reports and summariesOtherNot sure — I'd like a recommendation

3.Do you already have an idea of how it could work?

Optional.

The process today

4.Which process do you want to improve?

Walk us through how it works today — who does what, and in what order.

5.What kicks off the process?

A new emailA new order or requestA new document or fileA fixed schedule (e.g. daily at 8am)Someone on the team decides to start itOther

6.How often does the process run?

Many times a dayDailyA few times a weekA few times a monthIrregularly

7.How much time does it take in total each week?

Up to 2 hours2–5 hours5–20 hoursMore than 20 hoursHard to say

8.How many people are involved?

One person2–5 people6–20 peopleMore than 20 people

9.What's most painful about it today?

Pick up to 3.

Retyping data by handErrors and mistakesDelays and slow response timesHunting for information in many placesTedious, repetitive workIt doesn't scale with more volumeOther

0 of 3 selected

Tools and data

10.Which tools are involved?

EmailExcel / Google SheetsA CRMAn ERP or accounting systemAn online storeA team chat toolCloud file storagePaper documents or scansSoftware built for usOther

11.Which programs exactly?

Optional. Product names help us judge how to connect to them.

12.Do these tools have an API or let you export data?

YesOnly someNoNot sure

13.What kind of data flows through it?

Customers' personal dataEmployee dataFinancial dataHealth or other highly sensitive dataConfidential documents and trade secretsNon-sensitive data only

14.Can the data be processed by external cloud AI services?

YesYes, but only on servers in the EUNo — the data can't leave the companyNot sure — I'd like a recommendation

Oversight and results

15.Should a person approve the results before they go any further?

Yes — alwaysOnly in unusual or uncertain casesNo — it can run fully automaticallyNot sure — I'd like a recommendation

16.How serious is a mistake in this process?

Minor — easy to correctAnnoying, but fixableSerious — financial, legal or reputational cost

17.Has this process been automated before?

NoYes, but it didn't work as it shouldYes — it partly works and we want to build on it

18.Can you share sample data or documents for testing?

YesYes, once anonymisedNoNot sure yet

19.What would count as success?

E.g. “a few hours less manual work each week” or “customers get an answer the same day”.

Timing and budget

20.When should the solution be up and running?

As soon as possibleWithin a monthWithin 1–3 monthsWithin 3–6 monthsNo fixed date

21.What budget do you have in mind for this?

A rough range is enough — it helps us fit the solution to it.

Under €2,500€2,500 – €7,500€7,500 – €20,000Over €20,000I'd rather discuss it on a call

22.Is there anything else the solution should do, or that matters especially to you?

Even a loose idea is useful — you don't need to know the technical term for it.

Answered: 0 of 22

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