Questions to answer before building.

Which workflow should you automate first?

Choose a repeated task with a clear owner, known inputs and an observable outcome. Record the current effort and failure cases before changing it. Map what should happen when a record is missing, a provider fails or a person rejects an approval.

A useful first release handles one complete workflow, including exceptions. Compare it with the baseline using real tasks before expanding. Keep consequential decisions, such as approving a payment or making a customer commitment, with the appropriate person.

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What does “private AI” need to mean for your business?

Write down which data may leave your network, who can read each source and which external tools the assistant can call. Check the whole route: document storage, model processing, logs, backups and support access. A local model can still expose information through an unrestricted connected tool.

Evaluate realistic examples before buying hardware or choosing a model. Include questions the system should refuse or escalate, not only questions it can answer. Agree who will patch the system and review access after launch.

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What should a software handover cover?

Agree source-code and asset ownership, third-party licences, repository access, hosting ownership, secret management, backups, restore procedures and maintenance responsibilities. Keep accounts under business control and give each collaborator only the access needed for their work.