Office workflow checklist
Fifteen minutes with your team and this page will show which weekly tasks AI could help with, which should stay with people, and whether your office is ready.
1. List the work that repeats every week
Fill in rough numbers. A good first workflow happens often, takes real time, starts from approved information, and is easy to check.
| Task | Times a week | Minutes each | Starts from approved information? | Easy to check? | Involves sensitive information? |
|---|---|---|---|---|---|
| Weekly announcements and newsletter | |||||
| Event promotion for website and social media | |||||
| Staff meeting notes and follow-ups | |||||
| Volunteer reminders and thank-you notes | |||||
| Answers to routine questions (rooms, hours, policies) | |||||
| Guest and event follow-up letters | |||||
| Procedures and onboarding for new staff or volunteers | |||||
| Your own task | |||||
| Your own task |
On a phone, scroll the table sideways. Printing in landscape gives you the most room to write.
2. Rule out what stays with people
If a task needs any of this information, it is not a first workflow. Keep it with a person.
- Counseling and pastoral care notes
- Prayer requests with names, and health information
- Donor, giving, and financial records
- Anything about children
- Personnel and legal matters
- Passwords, account numbers, and contact lists
3. Pick your two candidates
Multiply times a week by minutes each. The two tasks with the most minutes that start from approved information and are easy to check are usually the best place to start.
- First candidate
- Second candidate
4. Check that your office is ready
Check the boxes on screen or on paper. They aren’t saved anywhere.
Bring this checklist to a free consultation.
We’ll look at your two candidates together and tell you honestly where AI would help.
Book a free consultation