# Workflow Blueprint Template
## Design the Workflow Before You Touch Tools

**From:** *Build Your First AI Employee* by Shawn Kercher | Chapter 4

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## Instructions

Complete this before choosing software. The goal is to describe the work clearly enough that a person, tool, or AI employee can follow it.

Keep the first version simple. One trigger, one primary outcome, and a clear human handoff beats a giant workflow nobody can maintain.

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## Workflow Summary

**Workflow name:** _______________________________________________

**AI employee role:** _______________________________________________

**Business problem this solves:**
_______________________________________________
_______________________________________________

**Success looks like:**
_______________________________________________
_______________________________________________

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## 1. Trigger

What starts this workflow?

Examples: new website form, missed call, incoming text, booked appointment, unpaid invoice, no response after 48 hours.

**Trigger:** _______________________________________________

**Where does it happen?**
- [ ] Website form
- [ ] Email
- [ ] SMS/text
- [ ] Phone/voice
- [ ] Calendar
- [ ] CRM
- [ ] Payment system
- [ ] Other: _______________________

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## 2. Inputs

What information does the AI employee need before it can act?

| Input | Source | Required? |
| --- | --- | --- |
| Customer name |  | Yes / No |
| Contact info |  | Yes / No |
| Service requested |  | Yes / No |
| Timeline |  | Yes / No |
| Budget or price range |  | Yes / No |
| Existing customer record |  | Yes / No |
| Other: |  | Yes / No |

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## 3. Actions

List what happens in order.

1. _______________________________________________
2. _______________________________________________
3. _______________________________________________
4. _______________________________________________
5. _______________________________________________
6. _______________________________________________

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## 4. Conditions

Where does the workflow branch?

| If this happens... | Then do this... |
| --- | --- |
|  |  |
|  |  |
|  |  |
|  |  |

Examples:
- If the lead is outside the service area, politely decline.
- If the customer is qualified, offer booking times.
- If the customer sounds frustrated, escalate immediately.
- If there is no response after 48 hours, send follow-up.

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## 5. Handoff

When does a human take over?

**Escalate immediately when:**
- [ ] Customer asks for a human
- [ ] Customer is angry or upset
- [ ] Request involves custom pricing
- [ ] Request involves legal, medical, financial, or compliance-sensitive advice
- [ ] AI does not know the answer
- [ ] Opportunity is above $__________
- [ ] Other: _______________________

**Who gets notified:** _______________________________________________

**How they get notified:** _______________________________________________

**What context should the notification include?**
_______________________________________________
_______________________________________________

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## 6. Output

What should exist when the workflow is complete?

- [ ] Appointment booked
- [ ] Lead qualified
- [ ] Customer question answered
- [ ] Ticket created
- [ ] CRM updated
- [ ] Follow-up scheduled
- [ ] Human notified
- [ ] Other: _______________________

**Final state:** _______________________________________________

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## 7. Measurement

How will you know this workflow is working?

| Metric | Baseline | Target |
| --- | --- | --- |
| Response time |  |  |
| Tasks handled |  |  |
| Escalation rate |  |  |
| Accuracy / success rate |  |  |
| Hours saved |  |  |
| Revenue or booking impact |  |  |

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## Final Check

Before you build, confirm:

- [ ] The workflow has one clear trigger.
- [ ] The actions are listed in order.
- [ ] The AI has the information it needs.
- [ ] Human handoff rules are explicit.
- [ ] Success can be measured.
- [ ] The first version is small enough to build and test this month.

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*From Build Your First AI Employee by Shawn Kercher*
*buildyourfirstaiemployee.com/resources*