Process readiness briefing
A working session with your leaders on one process you plan to change with AI. We go through the five steps together. Your team writes a map of who does what, where a person checks, and who signs off.
AI readiness · Pillar 2 of 3
Process: decide who does what when AI joins the work.
Adding AI to an old process does not automatically improve it. Organisations need to decide which tasks AI can do, what people must check, who approves important actions, and what happens when the AI gets something wrong.
Five steps to prepare one process for AI
Start with one process, not the whole organisation.
Map the work
Write down how the work is done today: each step, who does it, what information it uses, and which decision it ends in.
Decide who does what
For each step, decide what the AI may do on its own, what it may only suggest, and what stays with a person.
Set where a person checks
Name the point where a person checks the AI's work, what they check, and who signs off before anything leaves the team.
Test what happens when the AI is wrong
Run the process with a wrong or incomplete AI answer. See who notices, how quickly, and what it costs.
Measure the result
Agree before you start what will show that the new process works, for example errors caught, time taken or decisions reversed. Check it on a set date.
A fictional example
Buying from suppliers, with an AI tool in the process
| Task | What the AI may do | What a person must check | Who signs off |
|---|---|---|---|
| Compare supplier quotes | Collect the quotes and build a comparison | That every quote covers the same work, and what the comparison left out | Category manager |
| Recommend a supplier | Rank suppliers on the agreed criteria | The evidence behind the ranking and the conditions in each contract | Budget holder |
| Flag unusual invoices | Mark invoices that differ from the contract | Each flagged invoice, before any payment is stopped | Finance or compliance owner |
When the AI is an agent that acts
Some AI tools now act, not only advise. They send messages, update records or place orders. A process that uses an AI agent needs four more answers.
- Which systems and tools the agent may use.
- Which actions need a person's approval first, for example any payment above a set amount.
- What the agent records, so that a person can see what it did and why.
- Who can stop it, and how quickly.
The checks should match the consequence. An agent that drafts a reply needs fewer checks than an agent that pays a supplier.
How AIR APAC helps
Training for the people in the process
The people who check AI work need practice. Programmes for teams and business functions include Team Decisions with AI, AI in Operations and Supply Chain and AI Governance for Boards.
Does AIR APAC redesign the process for us?
No. AIR APAC teaches your team the method and works through one process with you in a briefing. Your team owns the redesign. If you need software built or AI agents set up, Exeter Labs, a separate company with the same owner as AIR APAC, carries that work.
Do we need to use AI agents?
No. The five steps apply to any AI tool, from a chat assistant to an agent that acts on its own.
Process
Discuss a process briefing
Tell us which process you plan to change with AI, who owns it today, and when you want to start.