AI is useful when language is variable and a probabilistic draft or classification can be checked. It is a poor choice when the business needs a guaranteed rule, a clear explanation or accountable professional judgement.
Use a rule when the answer must be exact
If a date, threshold or status produces a defined action, an ordinary rule is easier to test and explain. AI adds uncertainty without adding value.
The same applies when systems already expose the required data and supported automation features. Use those capabilities before inserting another service into the chain.
Keep people responsible for consequential decisions
Professional advice, hiring decisions, financial approvals and sensitive customer outcomes need accountable human judgement. AI may help prepare information, but it should not quietly become the decision-maker.
Avoid sending confidential or personal information to a tool until its terms, data handling, access controls and retention are understood and approved.
Do not automate a broken process
If ownership, inputs and completion criteria are unclear, automation makes the confusion run faster. Simplify and standardise the process first.
A worthwhile AI workflow has a defined purpose, a reliable source, a review step where error matters and a fallback when the service is unavailable. If those are missing, pause and redesign.