1. Pick one workflow with a clear owner
Choose something that happens often and has one person who knows it best, like logging tenant calls, matching vendor invoices or entering new inquiries into your practice management system, since that person can answer questions as they come up.
2. Watch it happen with real cases
Sit with that person and follow a few real examples from start to finish. Note every screen they open and every place they wait on someone else.
3. Write down every handoff
List each moment the work moves between a person and a tool, or between two tools. These handoffs are where AI can draft, sort or update records for your team.
- What information moves at that step
- Which software it moves from and to
- Who is responsible when it goes wrong
4. Mark where a person must approve
Anything that reaches a customer, moves money or changes an important record should wait for a person at first. You can let routine steps run on their own once the approvals feel predictable.
5. Decide what done looks like
Agree on two or three numbers you will check every month, such as how many calls get a note on the right record or how long a request waits before it becomes a work order.
When we do this with your team, the result is a workflow map: a system map, an access list and a fixed quote for the build.