IN SHORT
One repeatable job.A human decision.
An AI employee prepares drafts, research or reports in a separate client environment. Start with a bounded workflow, approved sources and a named reviewer, not a broad assistant with undefined permissions.
What work can a colleague check?
Preparing a response to an enquiry, gathering research or drafting a regular report can be a practical starting point. Describe what comes in, what a good result looks like and who approves it. Include the situations in which the assistant must stop and ask for help. Start with a bounded task before extending the role. If a source folder and a review queue solve the problem, the first version may not need any system integrations.
Approved knowledge, outside the chat.
Current prices, procedures, templates and examples of accepted work belong in maintained sources outside the conversation. We agree which document takes precedence when information conflicts, who updates it and how changes are recorded. A quick answer based on an old quotation is still wrong. The role should make missing information and assumptions visible to its reviewer.
Narrow access. A visible stop.
We document the providers, connections, permissions and data-processing arrangements before real client information enters the workflow. Access is limited to the selected task; a personal AI login is not silently turned into production infrastructure. Sending, publishing, deleting and changing customer records need their own controls and approval rules. We also agree what is logged, who can see it, how long it is kept and how access can be withdrawn.
Test before the routine changes.
We test representative examples, including incomplete or contradictory input, against acceptance criteria agreed with your team. In the first working loop, the assistant prepares output while your existing process remains authoritative. The handover covers the sources and instructions, access inventory, test cases, known limitations and a stop procedure. Adding a second workflow requires a new decision about scope and permissions.
The next step
