First Workflow Pilot Scoping

Outcomes

• A shortlist of realistic workflow ideas scored by value, feasibility, and risk.
• A one-page pilot charter: goal, metrics, scope, and exit criteria
• A realistic 30–90 day cadence for review and iteration

Agenda

1. 01. Why one workflow, and what “done” means

   25 min
   • Why pilots fail: scope creep, fuzzy metrics, no owner
   • Outcome-led framing: cycle time, rework, quality, customer signal
   • Align on sponsor and day-to-day owner for the pilot

2. 02. Discovery, candidate workflows

   45 min
   • Inventory pain: where time leaks, errors repeat, or handoffs stall
   • Score each candidate: value, data readiness, change burden, risk
   • Pick one primary and one backup for deeper scoping

3. 03. Scoping, the pilot charter

   55 min
   • Define start/end of workflow, systems touched, and exclusions
   • Baseline metrics: how you’ll know if things moved
   • Human gates: approvals, exceptions, audit trail
   • Draft the charter on a single page (template provided)

4. 04. Execution rhythm

   30 min
   • Weekly or fortnightly review: what to inspect vs. what to trust
   • When to pause, pivot, or fold the pilot into normal working practice
   • Handover: enough notes and show-and-tell so the rest of the team can run it

5. 05. Close

   15 min
   • Review charter drafts and immediate next actions
   • Optional: book implementation or coaching support

Format & preparation

• • Examples often come from finance, ops, HR, or customer-facing work (month-end, onboarding, enquiries).
• • Optional pre-read: a short list of 2–3 processes you’d like to improve.