Keep a rough log
For five working days, ask each person to note recurring tasks in fifteen-minute blocks: what it was, how long it took, and what triggered it. Precision doesn’t matter; patterns do.
Group and total
At the end of the week, group similar tasks, such as all appointment confirmations or all invoice follow-ups, and total the hours. Most teams are surprised by two or three categories.
Score each one
For each group ask: How often does it happen? Does it follow a pattern? How much faster could it be? Tasks that are frequent, patterned and speed-sensitive are your automation shortlist.
Leave the judgment calls
Anything that needs empathy, negotiation or a real decision stays with people. The goal is to give them more time for exactly that work.