In short
- Readiness is not about technology. It is six practical questions about your business.
- Score each area from 0 to 3. A low score shows what to address first, not that you should wait.
- Choose a first move that fits your lowest score and your cash flow.
Being ready for AI does not mean having a data team or a large budget. It means knowing what you want to change, having a process stable enough to change, and being clear on who is responsible. This worksheet helps you check six areas in about twenty minutes.
Area 1: Problem clarity
Score one point for each yes
- We can name one specific task or process that costs us time every week.
- We know roughly how many hours a week it takes today.
- We can describe what “better” looks like without mentioning a tool.
Area 2: Process stability
Score one point for each yes
- The steps of that process are written down, or could be in an hour.
- The people who do it follow the same steps.
- It does not change shape every month.
Area 3: Data
Score one point for each yes
- We know which systems hold the information the process uses.
- That information is reasonably complete and current.
- We know whether it includes personal information, and we have a lawful reason to use it this way.
Area 4: People
Score one point for each yes
- One person would own this change and has time for it.
- The people who do the work have been told what is being considered.
- Staff who will use AI tools know what the tools can and cannot do.
Area 5: Governance
Score one point for each yes
- We have a short written rule on what may be entered into AI tools.
- We have checked what each AI supplier does with our data, and prefer tools with a contract over free ones.
- Someone checks AI output before it reaches a client, and can override it.
Area 6: Capacity
Score one point for each yes
- We can set aside a small, fixed amount of time and money for a pilot.
- Losing that amount would not hurt our cash flow.
- Someone can look after the result once it is running.
Reading your scores
| Score in an area | What it means | What to do |
|---|---|---|
| 0 or 1 | Address this first | Work on this area before building anything. It is usually quick and cheap. |
| 2 | Ready with conditions | Proceed, and name the missing point as a risk to manage. |
| 3 | Ready | Nothing in this area needs to be addressed first. |
Choosing a first move
- Low on problem clarity or process stability: spend a week writing down one process and measuring it. No tool yet.
- Low on data or governance: write the rule on what may be entered into AI tools, check your suppliers’ terms and map where personal information sits. This is also what POPIA expects of you.
- Low on people: brief the team, name an owner and agree who checks the output.
- Low on capacity: pick the smallest useful pilot you can run, and put a date on its review.
- Mostly 2s and 3s: choose the workflow with the clearest weekly time cost and begin.
What this worksheet is not
It is not a technical audit, and it is not legal advice. It will not tell you which product to buy. It is a way to find the next sensible step and to avoid starting with the wrong one.
This is general information, not legal advice. For a decision about specific people or a specific contract, speak to a qualified adviser.
Sources
- South Africa: AI in the workplace, 5 of 6 Practical guidance on what employers need to do, Bowmans, 16 September 2026
- State of South African Small Business 2026, Xero, with KLA, 16 April 2026
