Steps
- Open
day-off-worksheet.csvbelow in a spreadsheet, or copy the columns onto paper. - List the jobs you're thinking of handing to ChatGPT or a similar chat tool. One job per row.
- Answer the five questions for each job. Yes or no.
- Read the result with the rule under the questions. Any yes on questions 1 to 4 points to a system.
- Take the jobs marked "system" to whoever builds it. Leave the rest with your team and a chat tool.
The five questions
1. The day-off test: if the person who does this job took a day off, would it still happen? If no, you have a person with a good tool, not a system.
2. Does it start itself? On a schedule, when a form comes in, or when a file lands in a folder. If someone has to remember to open a chat window, it's a chat job.
3. Does it read from and write into your tools? Your spreadsheet, your CRM, your inbox. If someone copies and pastes between them, it's not connected.
4. Does it need to be right about today? A "right now" question, like how many leads sit in one step, can't be answered from a file someone uploaded last week. It has to read the live system every time it runs.
5. Do fixed rules decide where things go, and does a person sign off where money or a client is involved? The AI can write words and pull out numbers. It shouldn't decide where anything goes.How to read the answers
No on question 1 (it would not happen on a day off): system.
Yes on question 2, 3 or 4: system.
Question 5 is a check on the build, not a sort. Ask it of whoever builds the system for you.
No on 1 to 4: a chat tool is fine. Keep it, and keep it cheap.One rule for the chat jobs
Never answer a "right now" question from a file.
If your team asks a chat assistant something about today, the answer has to carry a date, or come from the live system.Not sure which of your jobs pass? Get a free written audit: otimizagency.com/audit