Incoming request
Please arrange a routine service check for DEMO-104 at our North site next Tuesday morning. Who will confirm the next step?
Fictional input, not customer information.
A PRACTICAL WORKFLOW WALKTHROUGH
Is this workflow worth automating?
Start with one recurring task and the decision you need to make. Compare the current work with a proposed process, including review and exceptions. A clearer process, existing software or straightforward rules may be enough; AI is another option to test.
This is a fictional demonstration. The sample requests and starting assumptions are illustrative, not client results.
ONE PROCESS, FROM START TO FINISH
One example: service-request intake
A team receives requests with a service location, reference and preferred time. Some are complete; others lack information or need urgent staff attention.
Today
A person reads each request, checks details, decides who should handle it and prepares a response.
Proposed
Rules check required details and prepare a draft or routing suggestion. Staff review every request before any response or action is approved.
Exceptions
Missing information waits for clarification. Urgent or ambiguous requests go to staff triage, with no automatic approval.
SYNTHETIC WALKTHROUGH
See where the human decision belongs.
Three fictional service requests, with predefined summaries, drafts and example rules. This is a demonstration: it makes no AI calls and sends or stores nothing.
- Incoming request
- Draft summary & route
- Exception checks
- Human review
A complete routine request
Draft summary & suggested route
- Location: North site
- Reference: DEMO-104
- Preferred time: next Tuesday morning
Route: Scheduling review
Draft for staff review
Thank you for the request. A team member will review the service reference and preferred time, then confirm the next step. This draft does not confirm an appointment.
Prewritten illustration. Staff would check it against approved information.
Exception checks
The example contains a location, reference and preferred time. A staff member still needs to check the draft and availability.
Compare the request, summary and draft. Confirmation changes this example only.
Not reviewed. No action has been confirmed.
EDITABLE PLANNING ASSUMPTIONS
What happens to the monthly effort?
Use hypothetical operational quantities. Review time applies to every request; exception time is added on top. The starting values are synthetic assumptions, not measured results or a quote.
- Requests per week
- 60 Average volume
- Current minutes per request
- 12 All current handling
- Review minutes per request
- 6 Review on every request
- Requests needing extra handling
- 25 Percent, from 0 to 100
- Extra minutes per exception
- 12 Added to ordinary review
- Staff-hour value in CAD
- 50 A hypothetical time value
- Monthly running cost in CAD
- 150 Software and service cost
Based on the synthetic starting assumptions.
- Current handling
- 52.0hours / month
- Review + exceptions
- 39.0hours / month
- Hours released (signed)
- +13.0hours / month
- Time-equivalent of capacity
- +CAD 650.00per month at the assumed rate
- Software running cost
- CAD 150.00per month, shown separately
260.0 requests / month: 26.0 review hours + 13.0 additional exception hours.
A positive capacity change means fewer handling hours under these assumptions. Zero means no change; a negative value means more work.
How the calculation works, and what it leaves out
- Monthly requests = requests per week × 52 ÷ 12.
- Current hours = monthly requests × current minutes ÷ 60.
- Proposed hours = monthly requests × [review minutes + (exception percent ÷ 100 × extra exception minutes)] ÷ 60. Every request includes review.
- Hours released = current hours − proposed hours. The signed value is retained even when the proposal adds work.
- Time-equivalent in CAD = hours released × assumed staff-hour value. Software running cost is shown separately; no cash-savings or ROI calculation is made.
This simplified model assumes the remaining routine handling is automated. Implementation, integration, training, transition costs and other ongoing administration effort are excluded. A real pilot needs to measure those, quality and exceptions before making a business case.
Time-equivalent values describe staff capacity. Real cash savings need separate evidence of budget reductions. These assumptions are processed only in your browser and are not saved or sent.
FROM AN EXAMPLE TO YOUR BUSINESS
What the assessment should leave you with
The useful output is a decision you can act on, with the assumptions and remaining questions visible.
- A current workflow map, baseline and explicit evidence gaps.
- Practical options compared by effort, integrations, review needs and operating costs.
- A recommendation: improve the process, configure existing tools, scope a pilot or stop.
Test the assumptions, not just the optimistic case.
- Use representative request volumes and current handling time, including checking and rework.
- Allow review time for every request, plus additional work for exceptions. Count ongoing operating costs separately.
- Try a higher exception rate or slower review. A result that disappears under plausible changes needs more evidence.
- Released staff capacity is not automatically cash saved. A monetary value of time does not establish a budget reduction or project ROI.
MAKE THE NEXT COMMITMENT SMALL
Decide what a pilot must prove.
Agree the criteria before testing. Include routine requests, incomplete inputs and urgent exceptions; judge the whole process.
- Check response accuracy, correct routing and whether urgent cases reach the right person.
- Compare total staff effort, rework and turnaround against the baseline at a comparable volume.
- Record running costs and failures. Continue only if agreed criteria are met and staff can safely handle exceptions.
APPLY THE METHOD
Bring one workflow to a free 20-minute fit call.
If a One-workflow assessment would help, we agree a fixed scope and quote the paid assessment individually in CAD. Any pilot or implementation is quoted separately.
START WITH ONE PROBLEM
Tell us what needs to improve.
A growing technology bill, a repetitive process or software that no longer fits. Tell us where the difficulty is and what a better result would look like.
ContactUs@evigasoft.com+1 647 550-7689Start with a free 20-minute fit conversation. If there’s a fit, we’ll quote a focused assessment in CAD before any paid work begins.