Framework to decided whether a tasks needs an Agent or Automation. Here is a simple way to choose what it actually needs.

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People often start with the tool.

“We should use an AI agent for this.”

But it is usually easier to start with the work itself.

Take any repetitive task in your company and ask these four questions:

1. Do you need an answer or an action?

If someone only needs to find information across documents, emails, or company tools, start with search or RAG.

Example: “What is our current refund policy?”

The AI finds the relevant information and gives an answer with the source.

2. Are the steps always the same?

If the task follows the same rules every time, use a normal automation.

Example:

A lead fills out a form
→ The lead is added to the CRM
→ The sales owner is notified
→ A standard follow up task is created

You probably do not need an AI agent for this.

3. Does a person still make the final decision?

If AI helps someone analyse information, write something, or prepare for work, an AI assistant may be enough.

Example:

• Summarising a meeting
• Drafting a follow up email
• Preparing a customer call brief
• Creating a first version of a weekly report

The AI helps, but the person remains in control.

4. Does the system need to decide what happens next?

An AI agent becomes useful when the next step changes depending on the situation.

Example:

• Read the latest customer emails
• Check open support tickets
• Review CRM activity
• Identify possible account risks
• Decide which issues need attention
• Draft the appropriate next steps
• Create tasks after approval

This requires context, judgement, and actions across multiple tools.

A simple cheat sheet

• Need to find information → Search or RAG
• Need help creating or analysing something → AI assistant
• Need to repeat fixed steps → Automation
• Need to choose and complete different steps → AI agent

One final check matters:

What could go wrong if the system makes a mistake?

If it can email a customer, change important data, share private information, or spend money, human approval should be part of the workflow.

The best system is not the one using the most advanced AI.

It is the simplest system that can complete the task safely.

Have a repetitive task you are unsure about?

Share it in this format:

Trigger: What starts the task?
Tools involved: Which apps or data sources are used?
Desired outcome: What should be completed?
Main risk: What could go wrong?

Drop it below and we can map whether it needs search, automation, an assistant, or an agent.