Map the manual version first
Write down what starts the workflow, who receives the information and what happens next. If different people describe different processes, agree on the process before choosing the tool.
Choose a useful repeated step
Creating a task from an enquiry, routing a message to its owner or preparing a draft can reduce repeated administration. A useful first automation is often narrow and easy to review.
Keep judgment visible
AI-generated content and suggested replies need appropriate review. Define who approves the output and how an error is corrected. The workflow should be understandable to the person who maintains it.
Plan for exceptions
Missing information, duplicate contacts and failed integrations are normal possibilities. Decide where exceptions appear, who handles them and how the business notices when the workflow stops. Review the process after changes.
Automate the repeatable step. Keep responsibility and review explicit.