Automation readiness checklist

Score a process before you buy a seat. If the path is still an argument, software will encode the argument.

Pick one loop: inbound lead, invoice chase, publish, or onboarding. Score it in 20 minutes. Do not score “the business.”

A process is ready when a second person could run it from this page without calling you. Until then, write the standard operating procedure (SOP). Automate later.

flowchart TD
    A["Name the loop"] --> B{"Written SOP?"}
    B -->|No| C["Write the one-page card"]
    B -->|Yes| D{"High volume + rules?"}
    D -->|No| E["Keep it human"]
    D -->|Yes| F{"Irreversible send?"}
    F -->|Yes| G["Queue + human approve"]
    F -->|No| H["Automate capture store notify"]

Score the loop (1 to 5 each)

Five is “a stranger could run this tomorrow.” One is “only I know.” Total of 24 or more, build. Under 18, write. 18 to 23, tighten the SOP this week, then build capture only.

Signal135
TriggerWhenever we rememberMostly the formOne form or one inbox rule
OwnerThe group chatWhoever is freeNamed person + backup
DoneWe handled itReplied sometimeLogged, replied, next date set
VolumeA few a monthA few a weekDaily enough to resent the copy-paste
RulesEvery lead is specialA default plus vibesYes / no / exception path
StoreScreenshots in WhatsAppA sheet nobody trustsOne row per event
  • Loop named in one line (example: new contact form to first human reply)
  • Six signals scored and the total written at the top of the SOP

The one-page SOP must exist

If this card is blank, stop. Tools will not invent it. Copy the six fields onto a doc and fill them in plain language.

  • Trigger is a real event, not a mood

    Form submit on /contact. Not “when someone seems interested.”

  • Owner is a name, with a backup for leave days
  • Steps are numbered, including where the row lives
  • Service level agreement (SLA) is a number Same business day is an SLA. ASAP is not.
  • Done is screenshot-able

    Row exists, owner assigned, first reply sent, next date in the sheet.

  • Exception path named (wrong fit, legal, angry, no budget)

Hard fails (do not automate yet)

  • Two people still argue about what a qualified lead is
  • The plan is “let the model email the client” with no review queue
  • You are buying a customer relationship management (CRM) to create the process A sheet with required columns beats an empty CRM nobody opens.
  • API keys, passwords, or full card numbers would live in the prompt or the Slack log

If you pass, automate only this first

Capture, store, notify. Leave qualify and reply human until the default is boring for two weeks.

  • One intake surface (form or inbox rule), required fields only
  • Schema check before anything is stored (email looks like email, honeypot empty)
  • One row, stable id, timestamp, source
  • Owner ping includes the row, not a screenshot
  • Any send to the outside world is parked for a human

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