Team Task Inventory for Beginners: Pick the Top 5 Tasks to Hand Off to AI by Impact and Effort

Team & People

Team Task Inventory for Beginners: Pick the Top 5 Tasks to Hand Off to AI by Impact and Effort

Team leads who want to decide which tasks to hand off to AI use this beginner template to inventory each person's tasks by frequency and time, then pick candidates by impact and effort. The whiteboard holds a 6-row, 5-column task inventory table, three frames on what does and does not suit AI, an impact-versus-effort matrix, four MoSCoW columns, and a frame for the top 5 and the order to try them. The task board has five columns from inventorying to decided, four parent tasks - inventory, sort, narrow to 5, and try and decide - with three subtasks each, all not started.

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AI adoption task inventory team improvement prioritization MoSCoW
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1. Task Inventory (circle = hand off ... 2. Suits AI - writing and summarizing 3. Suits AI - the same steps every time 4. Not suited to AI 5. Impact x Effort (what to try first) Time saved high x effort high Time saved high x effort low Time saved low x effort high Time saved low x effort low 7. Top 5 and the order to try (this r... Team Task Invento... How to use: (1) L... High-impact task Decision / owner Not suited to AI Insight / result Owner Task Times/month Time each AI candidate Task 1 e.g. Sato e.g. Writes the weekly status update e.g. 4/month e.g. 40 min e.g. circle - have AI draft it Task 2 e.g. Suzuki e.g. First reply to inquiries e.g. 60/month e.g. 5 min e.g. circle - have AI draft replies Task 3 e.g. Tanaka e.g. Cleans up meeting notes e.g. 8/month e.g. 30 min e.g. circle - have AI summarize Task 4 e.g. Sato e.g. Checks invoice details e.g. 20/month e.g. 10 min e.g. triangle - a person checks it Task 5 Owner: ____ Task: ____ __/month __ min Choose circle / triangle / cross Task 6 Owner: ____ Task: ____ __/month __ min Choose circle / triangle / cross e.g. Summarizing meeting notes into minutes e.g. Drafting routine notice emails Tasks that are mostly writing, not judgment Tasks a person can check at a glance e.g. Aligning column names and order in a table e.g. Sorting inquiries by type Tasks you can explain step by step Tasks done many times a month that add up e.g. Deciding evaluations or promotions e.g. Giving a client the final answer Tasks where a person owns the responsibility Tasks that handle information that cannot leave the company 縦軸: Time saved pe... High impact but needs setup. Put it in Should, and set an owner and deadline before starting. e.g. Turning meeting-note summaries into a routine Top priority. First Must candidate - try it this week as is. e.g. Having AI draft first replies to inquiries Skip this round (Won't). Keep the reason and revisit if tools or setup change. e.g. Retyping forms with a different format per client Whoever has time can try it (Could). Keep it if it works out. e.g. Aligning column names in a table 6. MoSCoW (sort i... Must e.g. Drafting first replies to inquiries (5 hrs/month) Only tasks you will definitely try this month Set the owner and deadline right now Should e.g. Summarizing meeting notes (4 hrs/month) Start after finishing the Must tasks Could e.g. Aligning column names in a table (1 hr/month) Whoever has time can try it. No rush if it slips Won't e.g. Writing performance review comments Write one line for why you are skipping it Top 5 (by time saved, largest first)e.g. 1 First replies to inquiries / 2 Meeting-note summaries /3 Weekly status update / 4 Aligning table columns / 5 Sorting inquiries Owner and deadline for #1#1: ____ (Owner: ____ / Due: __/__)Who checks the output: ____ Decide before you startDo not input anything that cannot leave the company.Always have a person check AI output before it goes out. Check again in two weekse.g. Re-measure #1's time and log how many hours per month it saved.Decide to continue, stop, or change how it is done.
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Task board contents

Inventorying 16 items

Inventory the work
Sort impact/effort
Narrow to top 5
Try it and decide
List owner and task
Measure time & freq
Mark AI candidates
Calc time saved
Estimate the effort
Plot the 4 quadrants
Sort into 4 tiers
Pick the top 5
Note why you skipped
Try #1 this week
Log time saved
Decide to continue

AI candidate 0 items

Planned to try 0 items

Trying it out 0 items

Decided 0 items

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