How to prepare for a digital assessment

1. Describe the problem without locking the solution

Explain what happens today, who is affected and why it matters. Write “order status is manually updated in three systems” rather than “we need an AI agent”.

2. Invite the right participants

Include someone who can make decisions, people who perform the work and someone who understands the relevant systems or data. Every participant should contribute a perspective needed for the decision.

3. Gather a small, relevant evidence set

• Examples of real tasks or cases.
• A list of affected tools and system owners.
• Current instructions, templates or spreadsheets.
• Known rules, contracts, security requirements or personal data.
• Available measures for time, volume, errors or waiting.

Remove or anonymise sensitive information before sharing it when it is not required for the analysis.

4. Define the workshop decision

The workshop might decide which workflow deserves deeper analysis, which pilot is safest or which option needs a cost estimate. Do not attempt to solve the entire organisation in one meeting.

5. Make uncertainty visible

List what the group knows, believes and still needs to verify. This separates requirements from assumptions and reduces the risk of building on false premises.

After the workshop

Document the current state, primary problems, decisions, open questions, owner and next decision point. A useful result is specific enough to act on and honest about what still needs validation.