AI is powerful, but it may not suit every situation. This guide helps you decide where AI can provide real value or if another solution is better.
This stage builds on the business process map you created in Stage 1: Map your processes.
Identify opportunities
Decide where AI adds value and where another approach works best
Understand what AI can do well
Start by understanding what tools are available and what AI can help with. Then match the right tool to the right task in your mapped process.
Why this matters
If you choose the right tool for the right task, you’ll get better results with less rework. Knowing what AI can and can’t do helps you set clear boundaries and avoid surprises later.
Assess pain points for AI fit
Score each pain point from Step 1 using the criteria in Table 1.
Table 1. Criteria for scoring pain points for AI fit
| Criterion | Low score (1) | Medium (2–3) | High score (4–5) |
|---|---|---|---|
| Volume | Happens rarely | Weekly occurrence | Many times a day |
| Repetitiveness | Varies each time | Some patterns | Consistent process |
| Data availability | No digital records | Partial data | Data-rich |
| Error tolerance | Errors are catastrophic | Moderate consequences | Errors are easy to fix |
| Current cost | Low effort or cost | Moderate resources | High effort or cost |
Why this matters
A simple score helps you compare options and quickly rule out ideas that are too risky, too costly, or not ready for your data.
How to do it
Fill out Table 4 in the business process mapping template.
Example
Example
After mapping the process with her team, Sarah scored each pain point to identify which ones were a good fit for AI.
| Pain point | Volume (1–5) |
Repetitive (1–5) |
Data (1–5) |
Error Tol (1–5) |
Cost (1–5) |
Total score (AI fit) |
|---|---|---|---|---|---|---|
| Custom quote writing | 4 | 4 | 5 | 4 | 3 | 20 |
| Document chasing | 5 | 5 | 4 | 5 | 4 | 23 |
| Document tracking | 5 | 3 | 3 | 4 | 3 | 18 |
| Xero data entry | 4 | 5 | 5 | 3 | 3 | 20 |
| Historical data import | 3 | 3 | 4 | 2 | 5 | 17 |
| Welcome email errors | 4 | 5 | 5 | 4 | 2 | 20 |
Find opportunities and assess impact
Use the matrix in Figure 1 to prioritise each opportunity based on 2 factors:
- how well it suits AI (your score)
- what the business impact is.
Business impact means what happens if the outcome is wrong. Treat an opportunity as high impact if it:
- could harm people or lead to unfair outcomes (for example, hiring or firing)
- would be hard to undo once it happens.
If an opportunity has high impact on people, involve the people affected when you redesign the workflow (Step 3).
Low AI fit (score 5–12)
- High impact – fix the process first, then reconsider AI.
- Low impact – deprioritise for now (it likely isn’t worth the time or cost).
High AI fit (score 13–25)
- High impact – prioritise for AI rollout.
- Low impact – treat as a quick win for AI use.
These score ranges are a guide only.
Improve the process first
Not everything needs AI. If an opportunity has low fit for AI but high business impact, try simpler options first. For example:
- templates – standardised forms, checklists or scripts
- automation – simple rules-based workflows (such as email filters and scheduled tasks)
- streamline – remove unnecessary steps
- training – build staff knowledge and skills
- integration – connect systems that don't currently share information.
Key rule: If a simpler solution can deliver 80% of the benefit at 20% of the cost or complexity, start there.
Why this matters
Simple fixes are often faster, cheaper and safer than introducing a new tool. They can remove the pain point without adding new risks. They can also help your return on investment.
Define scope and impact
Set clear boundaries for each opportunity you plan to improve with AI. For example, define:
- the intended use (and what is out of scope)
- who is affected
- what could go wrong
- what would make it worth the time, effort and cost
- what success looks like.
Why this matters
Clear boundaries prevent scope creep and reduce surprises later. They also make it easier to manage risk and explain how the tool will be used.
How to do it
Fill out Table 5 and Figure 1 in the business process mapping template.
Example
Example
Sarah used the matrix to group each pain point by priority. For items with low AI fit, she listed simpler ways to fix the issue.
| Priority level | Pain points |
|---|---|
| Priority AI opportunities (high AI fit + high impact) | Document chasing (23), custom quote writing (20), welcome email (20) |
| Quick wins (high AI fit + low impact) | Xero data entry (20) |
| Process improvement first (low AI fit) | Document tracking (18) – try better checklist Historical data import (17) – train a second bookkeeper |
After scoring, Sarah and the team decided to:
- use AI to draft quotes and client emails
- use non‑AI automation for document tracking
- train staff to import historical data
- defer automating Xero data entry until the core process is stable.
Sarah also wrote a short scope statement for each AI use case so the pilot can stay contained.
Download
Use this template across all stages to prepare your business.
Summary
You should now know which pain points are good candidates for AI and which are better solved another way. Come back and complete this stage for as many processes as you need.