Map one task
Choose a recurring task such as assigning an enquiry or confirming a booking. Record its trigger, the information entered and the next owner. Include changed requests and unavailable appointments. A useful diagram includes the exceptions.
Agree boundaries
List the systems involved and the minimum information each step needs. Decide who can view, edit and export it. Use approved access methods; do not place credentials in a public AI prompt. Have the responsible owner review proposed uses of customer information.
Design a fallback
Decide how a person takes over when a tool is unavailable. Provide enough context to continue without making the customer repeat everything. Test duplicates, missing information and cancellations with the people who use the workflow.