Identify the Workflow to Improve
Start by selecting a specific workflow that you believe could benefit from improvement. This might be a process that frequently causes delays, requires repeated data entry, or depends heavily on a single team member. Consider how often this task occurs and which systems or tools it involves. Having a clear understanding of the workflow's scope will help focus the workshop on meaningful outcomes.
Gather Key Information and Stakeholders
List the people who regularly use or manage the workflow, as their insights are vital for mapping the process accurately. Prepare a summary of the current steps involved, noting any pain points or bottlenecks. Avoid sharing confidential customer data at this stage; a description of the process is sufficient. Also, identify the systems and software that interact with the workflow to assess integration possibilities.
Define Goals and Success Criteria
Think about what a successful improvement would look like. Common goals include reducing response times, minimising errors, or making information easier to access. Be ready to discuss measurable outcomes during the workshop, as these will guide the discovery and any subsequent pilot projects. Clarifying these objectives upfront ensures the workshop remains focused and productive.
Prepare for Practical Discussions
Expect to explore not only AI possibilities but also simpler automation options such as improved forms or rule-based processes. Consider the decisions within the workflow that require human review and which could be automated. Being open to various solutions will help identify the most effective approach for your business.
Plan for Next Steps and Support
Understand that the discovery workshop is the first step in a broader process that may include pilot scoping, implementation roadmaps, and ongoing support plans. Be prepared to discuss responsibilities, timelines, and how success will be measured. This planning ensures a clear path from discovery to practical improvements.