Updated: 12 October 2026
Define a comparable unit of work
Choose one unit: a handled request, prepared file or checked document. Measure active work separately from waiting time. Distinguish straightforward and complex cases. A different mix between the baseline and the pilot would distort the comparison.
Calculate net time, including exceptions
For each category, calculate: eligible volume × actual usage rate × (baseline time − preparation − review − corrections). Convert minutes to hours at the end. A negative result means additional work. Do not count savings from the same step twice.
- An hour freed up is not automatically a cash saving.
- Specify how freed capacity could be reassigned.
Build three cost scenarios
Prepare cautious, central and favourable scenarios using the same cost categories: setup, tool access, consumption, support and training. Vary useful volume, adoption and correction time. Keep the date, owner and rationale for every assumption so it can be revised.
Set a decision rule before testing
Agree acceptable quality, errors that stop the trial and a maximum budget. After the pilot, replace assumptions with available observations and identify what remains unknown. Present the decision with its uncertainty rather than treating a return percentage as certain.
Your checklist
Your time log
Enter three comparable observations. The download contains your entries without transmitting them.