Functions
Click any card to explore processes and tasks
⚡ Quick Wins
Green tasks where AI can fully replace the process — not yet started. Lowest effort, highest impact opportunities.
Search results
💡 Insights
Cross-function view of every task — by status, owner, and AI tool
Activity
Recent changes made by your team
👋 Welcome to the Locatrix AI Enablement Map
This tool maps AI enablement potential across every business function — and tracks progress as you put it into action. The structure is: Functions (who owns what) → Processes (how work gets done) → Tasks (the individual activities within each process). Work through it at your own pace.
How it's structured
The top-level groupings — e.g. Marketing, Finance, HR. Each function has a single accountable owner.
The core workflows within each function — e.g. Content Production, Contract Management. Processes with clear inputs and outputs are your highest-value AI targets.
The individual activities within each process. Each task is rated for AI potential (🟢 Replace / 🟡 Assist / 🔴 Human Only) and tracked through four implementation stages. This is where your team records progress.
Understanding AI Ratings
This task is fully automatable. An AI tool can handle it end-to-end with minimal or no human input. These are your highest-priority quick wins — the fastest path to real time savings.
AI works alongside a human. The AI might draft, research, summarise or process — but a person reviews, decides and signs off. Great for boosting quality and speed without removing human judgment.
This task requires human judgment, authority, emotional intelligence or accountability that AI cannot reliably provide. These tasks stay with people — at least for now. Ratings can always be updated as AI capabilities evolve.
The task is automated but not by AI — e.g. a software script, Zapier workflow, or scheduled process. Counts toward total tasks but excluded from AI enablement scores.
Implementation Stages
The default state. This task is mapped but AI hasn't been explored or applied yet. It's on the radar, not yet in action.
You're actively evaluating how AI could support this task — testing tools, gathering team feedback, or scoping the approach. You haven't committed to a solution yet.
An AI solution is being set up or rolled out. The team is adopting it — workflows are being updated, training is underway, or the tool is being configured.
AI is actively being used for this task in day-to-day work. This counts towards your Live % score on the overview dashboard.
Getting Started — Step by Step
Click your function in the left sidebar. Use the process tabs to jump to a specific area, or view all processes at once. Browse the tasks — they're starting examples to spark ideas, not a definitive list.
All fields are immediately editable — task names, AI ratings, owners, AI tools, notes, and implementation stages. Click the 📋 Details button in the top-right to toggle between Simple view (cards only) and Details view (expanded information and controls).
Add tasks specific to your team using + Add Task. Rename any task by clicking its text in edit mode. Remove tasks that don't apply. Add processes if your function has workflows not yet captured.
For tasks your team is actively working on, click the stage badge to advance it. Assign the AI tool being used (e.g. Claude, Microsoft Copilot) and add an owner so accountability is clear.
All changes sync to the cloud instantly — no save button needed. The sync dot in the header shows your connection status. Green means you're live. Your progress is always safe.
Saving & Your Data
All changes sync automatically to a shared cloud database as you work — no manual saving required. Every team member who opens this file sees the same live data. Updates you make are visible to everyone else within a second or two.
The small dot in the top right shows your connection status. Green means your changes are saved to the cloud. Orange (pulsing) means a save is in progress. Red means the save failed — check your internet connection and try making a change again.
If you refresh your browser or close and reopen the file, your latest data is restored automatically from the cloud. You won't lose any work.
If you lose internet connection, changes are saved locally in your browser and will sync to the cloud automatically once you're back online. The sync indicator will show grey when offline.
An admin can export a standalone backup copy of the map from the Admin Settings panel. This is restricted to prevent multiple copies circulating and causing confusion. If you need an export, contact your AI Enablement lead.
ROI Tracking
For each live AI task, enter how often it occurs and how long it took before and after AI. The map calculates monthly time saved and dollar savings using your configured hourly rate. For tasks not yet live, potential savings are estimated using benchmark assumptions set by your admin.
Click the Add ROI button on any Replace or Assist task to enter data in a side panel. You can set the baseline time (before AI) at any stage — you don't need to wait until the task is live. For bulk entry, use the ROI tab → All AI Tasks table — all fields are editable inline, and you can filter by function or data completeness to quickly find what needs filling in.
Realised savings come from live tasks with actual before/after hours entered. Potential savings are projected from all AI-rated tasks using benchmark time-saving percentages (set in Admin). The gap between the two is your investment case for further rollout.
Beyond time and money, tick which of 5 value dimensions apply to each task: errors reduced, team experience, scaling without headcount, compliance risk, and customer benefit. These appear as coloured indicators in the ROI view and help tell the full story to stakeholders.
Click Admin Settings at the bottom of the sidebar to configure your hourly rate (global or per-function), benchmark saving percentages, and PIN. These settings are shared across the team via Firebase.
Tips & Features
Shows every 🟢 Replace task not yet started. Lowest-effort, highest-impact opportunities. A great place to begin your AI enablement journey.
A cross-function view of all tasks. Filter by AI rating, see who owns what, or explore which AI tools are being used across the organisation.
The Activity tab shows a real-time feed of every change made by your team — status updates, tasks added or deleted, AI tools assigned. Filter by function. An Undo option appears at the top of the feed when there's a recent change to reverse.
Coloured avatar circles in the header show who else has the map open right now. Hover an avatar to see their name. You'll also get a toast notification when someone joins or leaves.
The overview shows a 0–100 maturity score based on two factors: what percentage of tasks have been AI-rated (ambition), and what percentage of those are live (execution). It's an honest measure of how far you've come — and how far there is to go.
The score history trend chart on the overview tracks AI potential % over time. Scores are logged by your AI Enablement lead via Admin Settings. History entries can only be deleted in admin mode.
Grab the ⠿ handle on any task to drag it within a process or across to a different process. Grab the ⠿⠿ handle in a process card header to reorder processes. Drag the ⠿ handle on sidebar function entries to reorder functions. Drag handles only appear in Details view.
The 📋 Details button in the header toggles between Simple view (task names and ratings only — great for reviewing and presenting) and Details view (all fields, controls, and drag handles visible).
Click 🖥️ Present for a full-screen view with no sidebar or editing controls. Works on the Overview, Function views, and the ROI tab — so you can walk through any of these in a leadership meeting.
📄 Summary prints the full business overview. Inside a function view it becomes 📄 Print Dept — a one-page PDF of that function's processes and tasks. The ROI tab has its own Export PDF button for board reports.
Use the search bar in the header to find any task by name or note across all functions at once. Click a result to jump directly to that function.
Click 🤖 Add tool on any task (in Details view) to assign an AI tool from the dropdown. The list is ranked by team usage — tools your colleagues use most appear at the top. You can also type a custom tool name.