Select an observable task
Look for a repeated task whose output can be reviewed: classifying documents or finding procedures are examples to explore. Describe what information it receives, what output it should produce and who decides whether that output is valid.
Review data and access
Identify which documents the pilot needs and whether they are up to date. Not every user should access the same information. The design should respect existing permissions and limit data use to what the chosen case requires.
Define what the assistant should not do
Document the boundaries: which questions it should refer, which actions need approval and when it should acknowledge missing information. For answers based on documents, ask for references that allow the content to be checked.
Evaluate with real questions
Prepare correct, ambiguous and out-of-scope examples. Review the results with people who understand the process. Measure errors and supervision effort as well as time saved. Use these observations to decide the next step.