A sample AI Workflow Audit.

Situation

An independent consultant — Jamie — turns client meeting notes into a recap, a follow-up email, and an action list after each Tuesday check-in with Sample Studio. The facts are already in the notes. The rewrite is the work that eats the afternoon.

Current workflow map

Tuesday check-in → notes in a doc → Jamie rewrites a recap → drafts a follow-up email → copies actions into a list → sends when there is time → missing facts get guessed or left out.

Fields the first build should read

Client name. Attendees. Decisions. Promised dates. Open questions. Next meeting. Dollar amounts only when they are written down. Names only when they are written down.

Time-leak / bottleneck notes

Assumptions I would confirm from a two-week sample: the rewrite happens the same day or the next morning; the email waits if a number or a name is unclear; the action list is the last thing copied. The useful fact is concentration — one person is rewriting the same information — not a marketing hour count.

Opportunities

Rough weekly hours currently consumed

Jamie’s rewrite time: a range I would confirm from a two-week sample, not a marketing number. The useful fact is that the same notes are rewritten three ways — recap, email, list — not a precise hour count.

Estimated implementation cost range

If this became a Business build after the Audit: typically $3,750–$7,500 for one scoped workflow. Audit credit −$1,250. Typical remaining $2,500–$6,250. 50% to start on that remaining balance. A one-person path may be the $1,495 Personal setup instead.

Recommended first build

Meeting notes → draft recap, with missing-info flags and Jamie as the named approver. Follow-up email and action list as the next step once the recap path is boring.

Integration / access diagram

Notes (read) → agent (draft) → Jamie (send / edit / discard) → email or saved recap (only after approval). No send permission on the agent. No unsupervised write.

Approval / risk plan

Client-facing text waits. Saved recaps wait. Money, unconfirmed prices, and anything that looks like a promise wait. If I cannot name the reviewer, I will not build it.

60–90 day automation roadmap

Days 1–14: recap draft plus missing-info flags in review. Days 15–45: follow-up email and action list after the same approval. Days 46–90: calendar prep if the first two are boring. Stop if the reviewer is not actually reviewing.

Written Business proposal

In a real Audit this is a one-page quote: scope, range, what is out, and the credit math. This example is not a quote.

30-minute delivery / debrief

In a real Audit I walk the map, the scores, and the first-build recommendation. You can take the document elsewhere.

Illustrative example using fictional information—not customer work.

Client: Sample Studio — Maya Chen, owner
Consultant: Jamie
Date: Tuesday working session

Maya wants a written recap after each Tuesday check-in so her small team knows what changed.

Open items:
- Northline brand-kit proposal. Jamie said a draft can go out Thursday.
- April sprint invoice question. Maya will send the line items.
- Intro to their operations lead. Name was not given.

Budget mention: "$4,800 if the original scope holds." Jamie did not confirm that this is the current number.

Maya asked for a shared folder. Jamie did not confirm which tool — Drive or Dropbox.

Next check-in proposed Thursday 2:00. Maya said she would confirm.

Jamie promised a recap and a follow-up email the same day.

Sample Studio — Tuesday working session recap

Decisions
- Jamie will send a written recap after Tuesday check-ins so the Sample Studio team can see what changed.

Open items
- Northline brand-kit proposal: Jamie draft by Thursday.
- April sprint invoice: Maya sending line items.
- Intro to the operations lead: name still needed.

Next meeting
- Thursday 2:00 proposed. Waiting on Maya to confirm.

Not confirmed
- $4,800 figure. Shared-folder tool. Operations-lead name.

To: Maya Chen, Sample Studio
Subject: Recap and next steps from Tuesday
Status: Draft — not sent

Hi Maya,

Here is a short recap from Tuesday, for you to review before I send anything onward.

I will have a Northline brand-kit proposal draft to you by Thursday. Once you send the April sprint invoice line items, I will mark that question in the next note. I still need the name of your operations lead before I write that intro.

Two items I will not put in a client-facing note until you confirm them: the $4,800 figure, and which tool you want for the shared folder.

If Thursday at 2:00 still works, reply yes and I will hold it.

Jamie

This is a labeled illustration, not a live demo. Nothing here was sent or saved. A real workflow would wait for Jamie to review the recap, email, and flags before any message left the machine.