Use this before you buy tools or hire “AI help.” It shows what you already have, where time leaks, what must stay private, and one workflow worth fixing first.
1. Tools you already have
- Google Workspace (Gmail / Docs / Drive / Meet)
- Microsoft 365
- ChatGPT, Claude, Gemini, or Grok (personal or team seat)
- Job / field software (Jobber, ServiceM8, Fergus, simPRO, etc.)
- Xero / MYOB / QuickBooks
- Shared Drive or Dropbox for SOPs and templates
- A decent laptop or Mac staff can use for drafts (not only phones)
You do not need new software on day one. Start with what you already open every morning.
2. Where evenings go
Circle the top drain (pick one main, one runner-up).
- Quoting / estimating from scratch
- Follow-ups that slip (day 3 / day 7)
- Inbox and phone FAQs
- Rosters, scheduling language, “running late” texts
- Supplier / customer emails
- Review and social replies
- Meeting notes that never become actions
- Other: _______________________________
Who owns that work today? Owner / admin / whoever is free: _______________
3. Data you must not paste into cloud AI
Never paste (adapt to your shop): TFNs, bank details, full IDs; full patient/client health notes; confidential price books; passwords/API keys; unredacted customer databases; anything your insurer or industry rules treat as sensitive.
Safer with redaction: public FAQ and website copy; sanitised quote structure (you still set dollars); generic roster language; review reply frames (angry → escalate to a human).
Accounts stay in your name. Human still sets prices, legal, medical, and tax commitments.
4. First workflow pick
Choose one process for the next 30 days. Not five.
- Priority process: ________________________________
- Why this one pays for itself: _____________________
- Who will use it: __________________________________
- Tool lean (one primary): Gemini · Claude · Grok · keep ChatGPT · local on our PC
- Done looks like: templates + short SOP in our Drive, under our login
5. Success in 30 days
- One process is faster or less stressful (hours back per week: ____)
- Drafts live in a shared place (not one person’s head)
- Staff know what never to paste
- Owner only touches price / yes-no / angry customers
- We would keep using it if the trainer left tomorrow
If you cannot name one process and spare a half-day on real work, wait — habits will not stick.
Soft next step
Want a short, plain-English readiness chat (no hard sell)? See practical AI or contact Ryan.
Ryan Hicks · Web Services for Business
ryan@webservicesforbusiness.com · 0450 914 150
ABN 43 762 178 040
Not GST-registered. No Casting Networks products. Practical help only: assessment, training, one workflow under your accounts.