Less Desk

THE FIELD GUIDE

The Time Ledger.

Pick one task you do every week. See how much time it takes across your team, then decide if it’s the right place to start.

Estimate one task
01 / ESTIMATE YOUR WEEK
WEEKLY TIME SPENT 3 hr 45 min Across everyone who does the task.

Use a typical week for this estimate.

BEFORE YOU BUILD

Take one task apart.

Use these steps with your team or try them on something you handle yourself.

  1. 01

    Name the task.

    Pick one thing you can describe in a sentence. “Copy new inquiries into a shared tracker” is more useful than “manage the inbox.”

  2. 02

    Watch it happen.

    Note where the information comes from, who touches it, and what slows things down. Count time spent waiting or doing it over.

  3. 03

    Decide where people step in.

    Choose where judgment, sensitive information, or a relationship calls for a person to stay involved.

  4. 04

    Try a smaller change.

    Test one improvement, such as a shared template or a clearer handoff. Compare the time and effort before expanding.

QUESTIONS TO ASK

When does AI help?

What makes a good first task?

Look for a task that repeats often, follows a recognizable pattern, and produces something a person can check quickly. Choose one with a clear owner.

What if the task uses sensitive information?

Decide what information the workflow truly needs, who has access, and what your organization permits before selecting a tool. Practice with sample information first.

How can I tell if the change helped?

Time the task before and after. Ask the people who do it whether the work feels easier and look at what now takes more or less review.

YOUR NEXT STEP

Have a task in mind?

Bring one workflow to a conversation with Less Desk. We’ll talk through what could get easier.

Talk through a workflow