90 minutes and one worksheet. You leave with one task of your own that's worth handing part of to AI, and a clear idea of what good looks like.
We fill in the worksheet together, a section at a time. By step seven each person has their own Use Case Card.
List the tasks that take the time
Make it concrete: start, inputs, output
Is it a sensible first use case?
What AI does, what you keep
Six flags and the safeguard for each
A result you'd recognise
Everything on one card
Why we start with your week
People usually start by asking which AI to buy. We start with the work, because the task decides what you need: which files, which systems, which safeguards.
Everything that takes your time
Concrete, frequent, checkable
What AI does, what you own, what success is
All built from your cards
Your cards feed everything that follows: the risks become your AI policy, the success measures become your scorecard, and the inputs tell us which provider fits.
List the recurring tasks that take time, cause friction or feel more manual than they should. Don't worry yet about whether AI is the answer.
| Recurring task | How often | Time | What makes it slow |
|---|---|---|---|
| Landlord statement pack | Monthly | 1.5 days | Ledger export, invoices and a cover note per landlord, all put together by hand |
| Chasing contractor quotes | Weekly | 3 hours | Emails back and forth, quotes arrive in different formats |
| Answering tenant FAQs | Daily | 45 min | Same 20 questions, answers scattered across old emails |
Choose a task you do yourself. A good first one has a clear start, a clear output and someone who can say whether the result is good.
| Task in one sentence | Produce the monthly statement pack for each landlord |
|---|---|
| What starts it | Month-end close in the property software, first working day of the month |
| Inputs | Rent ledger export (Excel), maintenance invoices (PDF), last month's notes |
| Output | One PDF per landlord: statement plus a short cover note explaining anything unusual |
| Who reviews it | Ana, then the branch manager for anything over £1,000 |
| Where judgement is needed | Deciding what counts as "unusual" and how to explain it to each landlord |
You're looking for a task that matters enough to be worth it and is small enough to learn from. The impressive one can wait.
| Check | Ana | If it's a no |
|---|---|---|
| I can describe it in one or two sentences | Yes | Narrow it |
| Inputs and output are reasonably clear | Yes | Vague in, vague out |
| I do it often enough for it to matter | Yes | One-off tasks are harder to learn from |
| A person reviews the result before it's used | Yes | Add a review step first |
| It isn't mainly a high-stakes decision | Yes | Start with the prep work around the decision |
| I can tell what "good" looks like | Yes | Write down one good example first |
A good use case rarely hands over the whole task. Decide where AI helps and where judgement and accountability stay with you.
Summarise, compare, sort, extract, draft, reformat, spot patterns
Give context, check facts, decide, approve, handle exceptions, take responsibility
Six flags. A "yes" doesn't rule the task out. It tells you which safeguard you need.
| Does the task involve | Ana | Safeguard |
|---|---|---|
| Confidential or personal information | Yes | Business plan with training off. Tenant names only where needed. |
| Figures, dates or citations that must be right | Yes | Figures come straight from the ledger. AI writes words, you check every total. |
| A legal, HR, safety or regulatory decision | No | |
| Communication with customers or the public | Yes | Nothing goes to a landlord without Ana reading it. |
| A result that's hard to check | No | |
| An action AI must never take alone | Yes | AI never sends. Ana sends. |
"Save time" isn't enough. Describe a result you'd recognise and could compare.
| Today | 1.5 days a month. Notes go out on day 4 or 5. |
|---|---|
| Target | Half a day. Notes out by day 2. |
| Quality bar | Every figure matches the ledger. Every change over £250 is explained in plain English. |
| Checks | Totals reconcile to the ledger export before anything is sent. |
| Value | A day a month back, and landlords stop ringing to ask what a charge was. |
Everything from the last six steps on one card. This is the task you carry through the programme.
Reads the export, flags changes over £250, drafts each note
Checks totals, edits the notes, approves and sends
Three landlords from last month, drafted side by side with what she sent
Each part of the card feeds the next sessions, so nothing we did today is wasted.
Your flags and safeguards become the company charter
Your targets and quality bars become the KPIs
Your files and systems decide which provider and plan fit
Before next time: run your first experiment and bring the result, good or bad.
Next session we turn your risks into a policy and your targets into a scorecard.
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