Workflow automation
Workflow automation · 6 min
This video brings together all four dimensions of the 4D Framework to build a practical workflow automation. You'll follow Emily, a development coordinator preparing for her organization's annual gala, as she sets up an AI-assisted email response system. The video demonstrates how to categorize tasks by what AI should handle versus what needs human attention, how to describe the system's behavior precisely, and how to maintain Diligence through testing and transparency.
Key takeaways
- Start with Problem Awareness: Before touching any AI tools, analyze your actual workload. What are people asking? What patterns emerge? Make a specific list before deciding what to automate
- Task Delegation means asking "should AI do this?" not just "can AI do this?": Some tasks (like answering documented questions) are good candidates for automation. Others (like handling complaints or high-stakes requests) should stay with humans
- Test iteratively with real examples: Use actual emails you've received to test the system. You'll discover gaps in your descriptions that need refinement—this is normal and necessary
- Practice all three types of Diligence: Creation Diligence means being intentional about what you automate. Deployment Diligence means reviewing outputs before they go out (especially early on). Transparency Diligence means being honest about AI's role, especially if something goes wrong
Exercises
Mapping your automation opportunities
This exercise helps you identify which repetitive tasks in your work are good candidates for AI automation.
Part I: Audit your repetitive tasks
Think about your past week of work. List 5-10 tasks that felt repetitive or time-consuming. For each task, note:
- How often does this occur? (Daily, weekly, monthly)
- How long does it take each time?
- Is the response/process mostly standardized, or does it vary significantly?
Part II: Categorize by AI-appropriateness
Sort your tasks into three categories:
- AI can handle: Standardized responses, documented information, clear processes
- AI can assist, human decides: Tasks where AI can draft or prepare, but you review before action
- Human should handle: High-stakes decisions, emotional situations, complex judgment calls
Part III: Prioritize
Choose one task from your "AI can handle" or "AI can assist" categories that would save you the most time. This will be your automation candidate.
Reflection:
- What criteria helped you decide which category each task belongs in?
- Were you surprised by how many (or how few) tasks felt appropriate for automation?
Lesson reflection
- How did using all four dimensions of the 4D Framework together change how you approached this automation task?
- What surprised you about the process of describing an automation system precisely enough for AI to execute it?
What's next
In the next lesson, we'll discuss strategies for integrating AI into your organization thoughtfully and sustainably—from addressing concerns about AI dependency to building an AI policy that reflects your values.