The Automation Scope Framework

Every time you think, “I should automate this”, stop. Don’t open Zapier yet. Don’t wire anything yet.

You will waste hours if you skip scoping. Automation multiplies whatever exists. If the process is unclear, automation will multiply confusion.

This is a repeatable framework — a checklist to run every single time. Use it as your pre-flight. It will save you hours.

Step 1: Name the Trigger (Frontstage)

Ask: What event kicks this off?

• Must be observable (form submitted, payment processed, email received).
• Must be digital (there has to be a signal Zapier or an API can see).
• Must be intentional (triggered by a meaningful action, not noise).

If you can’t define a single, clean trigger, you don’t have a workflow.

Rule: One trigger → many actions. Never the reverse.

Step 2: Define the Actor

Who performs the trigger?

• Customer
• Team member
• System (scheduled event, webhook, AI agent)

This matters because the actor’s expectations define the outcome.

If you don’t know who the actor is, stop. You’re guessing.

Step 3: Write the Outcome (Frontstage Result)

Ask: What is the visible success?

• Customer gets a confirmation.
• Sales team sees a qualified lead in Slack.
• Report lands in inbox Monday morning.

If no one sees a result, you’ve automated nothing.

Rule: Every automation must end with a visible outcome.

Step 4: Map the Backstage

What happens after the trigger, invisible to the actor?

• AI classifies the input.
• Data syncs to CRM.
• Notification sent internally.

This is where most of the automation lives. Break it into clear steps.

Rule: Every backstage step must either enrich, route, or record.

Step 5: Capture Supporting Processes

These are the “silent obligations” that keep systems consistent.

• CRM updated.
• Database tagged.
• Logs created.

If you don’t write them down, they’ll break later.

Rule: Supporting processes are not optional.

Step 6: Assign Roles (AI, Human, App)

Who handles each step?

• AI agent: classification, summarization, draft writing.
• App: record-keeping, syncing, notifications.
• Human: approvals, judgment calls, exceptions.

Write it like staffing a team. If a step has no owner, it will fail.

Step 7: Boundaries and Non-Scope

What does this automation not do?

• It doesn’t replace human judgment.
• It doesn’t handle refunds.
• It doesn’t update accounting.

Boundaries are just as important as scope. They prevent scope creep and false expectations.

Step 8: Define Failure Paths

Ask: What happens when it breaks?

• If AI misclassifies, who reviews?
• If API call fails, does it retry or notify?
• If trigger fires twice, what’s the safeguard?

Automation without fallback is fragility disguised as efficiency.

Step 9: Test With Real Data

Never trust sample data alone. Run real cases.

• Edge cases.
• Typos.
• Missing fields.
• AI weirdness.

If it breaks, fix scope before scaling.

Step 10: Document the Scope

Write it in one page:

• Trigger: [actor + event]
• Outcome: [visible result]
• Backstage steps: [list]
• Supporting processes: [list]
• Roles: [AI/Human/App]
• Boundaries: [out of scope]
• Failure paths: [fallbacks]

Now you have a blueprint. Only after this do you open Zapier.

Example: Sales Lead Qualification

Trigger: Lead fills out HubSpot form.
Actor: Customer.
Outcome: Sales sees qualified lead in Slack.

Backstage:

• AI enriches lead data.
• AI scores ICP fit.
• Zapier routes lead based on score.

Supporting processes:

• CRM updated.
• Lead tagged for nurture.

Roles:

• AI = enrichment + scoring.
• App = CRM + Slack.
• Human = sales approval.

Boundaries:

• Doesn’t handle billing.
• Doesn’t update contracts.

Failure paths:

• If enrichment fails → send default Slack alert.
• If CRM update fails → log error + email ops.

One page. Done. Scope clear. Now automation is safe to build.

Repeat This Every Time

This isn’t overhead. This is insurance.

Without this framework you:

• Automate chaos.
• Forget outcomes.
• Miss supporting processes.
• Burn hours fixing brittle automations.

With this framework you:

• Scope in minutes.
• Automate with confidence.
• Build systems that last.

✅ Core command: Run this checklist every time you think about automating. Scope before build. Save hours.