(Updated) The AI Workflow Matrix
How to prioritize AI use cases for big results
AI can do almost anything.
But anything doesn't equal everything. You must learn to focus on the right thing to realize breakthrough results.
Using AI without a strategic plan can lead to a lot of wasted time and money.
For example, within the first few months of ChatGPT coming out, I wrote 3 books as a side hustle project. Two for clients and one for myself.
"Whoppie! I'm a published author."
But how did writing a book impact my life, my wealth, or my daily work?
It didn't.
I don’t regret creating the book, as I am finding ways to leverage it. But it’s coming as an afterthought. I’d prefer to begin with the end in mind.
To get the most use of AI, we need a process to determine the best places to use it. Then, we need to go within these places and find what step or stage to apply it.
My goal with AI speaking and training (including this newsletter) is always about breakthroughs for bottom-line profits. Not just productivity for the sake of productivity. Or content for the sake of content.
I want to help individuals and organizations assess where they will get the greatest impact. As my first tool, I created the AI Workflow Matrix.
The AI Workflow Matrix (updated) is a tool for assessing where you can find the biggest benefit in your workflow.
The matrix focuses on three types of processes:
Processes where you are strong and successful.
Processes that are repetitive and expensive.
Customer frustrations or pain points.
Each uses a different approach and must be worked out on a case-by-case basis. As a leader in your company, I strongly recommend you start by really understanding your business limitations and opportunities in general. Then, once you choose one of these three paths, thorough work the system and then look for an AI solution at the end.
From a high level, you could start by choosing between revenue generation, customer support, service fulfillment, or finance/administration. Either way, here’s how I suggest you start.
First example: start with success
If you're successful and strong, that means you understand the nuances. You understand the opportunities and maybe you have a repeatable process. With this authority and insight, you can critique any AI generation to ensure it is accurate and appropriate.
For example, I spend a lot of my time creating content for branding and business development. I do this for myself, and for clients or employers as well.
I normally have many ideas and find it easy to start. However, my style of writing is informal and conversational. If I wanted to publish in another person’s publication, it would take much longer than I’d prefer to edit and rewrite it appropriately.
Thus using AI to take my conversational writing and make it more formal or magazine-ready, is great use for me. I could also repurpose writing in multiple languages, and turn text into speech or video all with various AI tools.
Once I know my original piece of content is effective and engaging, I can scale the final piece in many other formats or channels.
Second example: cutting costs
Next, I want to focus on cutting major expenses.
Recently I was at a conference and a gentleman came up and shared how in one of his businesses, the biggest impact on his profit was overhead from call center reps.
He wanted to know if there were AI solutions to help target those costs.
For him, the costs not only include agent salaries, but also include resources for recruiting, training, and ongoing QA costs. It was clear to me the costs were substantial and an AI solution could be a game-changer.
Since call center agents are a core part of his business, he understood all the steps and nuances. He knew what could be replaced, assisted, automated, or simplified.
If you take the process, piece by piece, you may be able to optimize different parts with AI. However, if you take the entirety as a whole, you could reproduce it all with an AI agent. Just like optimizing processes like driving a cab are being replicated with a self-driving cars, AI agents are being used to automate entire workflows.
It all depends on your processes and resources. Ideally, you’ll target one specific goal, find the best AI solution, pilot the implementation, and then adjust as necessary.
Third example: customer frustrations
If you understand your customer’s life well, this could be a great opportunity. Instead of analyzing your business in a vacuum, the goal here is to really go deep into your customer’s life.
There was a reason they came to you. Before they even thought of your they had a problem. And after they implement your solution it is likely there may be future problems are challenges. Where are all the open doors to make their lives better?
Think of something simple like buying a new home.
Before they start shopping for homes, there could be a wide variety of challenges and frustrations before they find you. What are the expected frustrations and headaches that all home buyers have?
Preparing the current home for sale? Divulging their income for mortgage approval? Researching crime or schools? If you were in real estate you could probably make a long list of challenges and frustrations.
Now you must ask, where could AI help me provide a home buyer solution?
Same works for home sellers.
Same works for after the sale.
There are opportunities hidden in plain sight that customers have learned to just accept. How about removing the challenges and opening up a whole new market of opportunity?
In Conclusion
These ideas are just the tip of the iceberg. There are many ways to apply the AI Workflow Matrix and generate your breakthrough idea.
You just need to dedicate the time to brainstorm and pay extra attention.
REMEMBER: Don't use AI for the sake of AI. Become intimately aware of your business process and customers and you’ll find an AI initiative where it will make the most impact.
If you'd like to discuss your organizational challenges or opportunities, please my calendar at: https://cal.com/arvellcraig/ai
Create a Great Day!
-ARVL
P.S.
Relevant tools.
For the examples shared in this article, I currently use Perplexity.ai for generating initial content ideas. Claude.ai for drafting long-form content. Mem.ai for editing or formalizing existing content. CallComply.com and VAgents.com for leveraging AI inside call center operations.
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