Checklist - AI Readiness — Smooth Ops Services

Messy systems + AI = messy systems, faster. Before any AI tool gets involved, your business needs solid foundations: organised information, documented processes, and clarity about what can actually be handed over.

This checklist covers operational foundations only. Data privacy, security, governance and vendor settings are separate considerations, not assessed here.

1Where does your information actually live?

When information is fragmented across inboxes, group chats or someone's memory, AI can only work with what it can access. Organising it first is what allows AI to help.

We have one central place where team information lives (not someone's inbox) Our processes are written down and up to date, not just in someone's head Files and folders follow a consistent naming convention the whole team uses Client information is stored in a system, not scattered across emails and chats New team members can find what they need without asking the same person every time Decisions get recorded somewhere, not just made in a meeting and forgotten We have a knowledge base or internal wiki (even a basic shared folder counts)

Section 1 score: 0 / 7

6–7: your information is well organised, AI can actually use it • 4–5: some gaps, prioritise centralising the most-used information first • 0–3: this is the first fix

2Do you have processes, or just habits?

A habit is informal and varies depending on who does the task that day. A process is written down the same way every time. AI needs the second one — it cannot replicate something that doesn't exist consistently.

Our most common tasks have a written process (SOP) the team actually follows When a team member does a task, it gets done the same way each time We have documented onboarding steps for new clients or new team members Our lead-to-client journey is mapped out and followed consistently Handovers between people or stages are documented, not just assumed We know which tasks are repetitive and follow the same steps every time We regularly review and update our processes as the business changes

Section 2 score: 0 / 7

6–7: strong process foundations, you're ready to automate • 4–5: moderate consistency, document your highest-volume workflows first • 0–3: processes need to come before automation

3What low-risk work could AI support?

Not everything should be automated. The sweet spot for AI is repetitive, low-risk tasks — questions with the same answer every time, and admin that doesn't need judgement.

We can list at least 3 tasks that are repetitive and follow a predictable pattern Some of the questions we get asked regularly have a consistent, standard answer We have admin tasks that take time but don't require human judgement to complete We know which decisions need a human and which ones follow a rule every time Our team has time being spent on tasks that could be templated or automated We'd be comfortable with AI drafting (not sending) communications on our behalf We have thought about what AI should never do without approval from a person

Section 3 score: 0 / 7

6–7: clear automation candidates, you know where to start • 4–5: some opportunities visible, a workflow audit will surface more • 0–3: worth mapping your tasks first

Your AI readiness score

Tick some boxes above to see where you stand

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What to do with your results

Wherever you landed, the next step is the same: look at the sections where you scored lowest and treat each unticked item as a concrete task.

None of this requires new software. It's mostly a tidy-up of what you've already got — centralising information, writing down the processes that currently live in someone's head, and getting clear on what AI should and should not do.

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AI Readiness Checklist

1Where does your information actually live?

2Do you have processes, or just habits?

3What low-risk work could AI support?

Your AI readiness score

What to do with your results

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