A company’s work can be divided and understood at several levels of analysis. At the first level of division are departments, such as ‘finance’ or ‘operations’, which are administrative containers of related functions. By a ‘function’, I mean a distinct but coherent piece of work the business must perform to achieve a specific end, such as onboarding a client, invoicing or procuring trading stock. Each function consists of one or more workflows, by which I mean processes aimed at transforming certain inputs into a desired output, and each workflow is carried out through individual tasks. A job, finally, is the bundle of tasks assigned to one person, sometimes drawn from several workflows and functions.
Of these levels, the correct conceptual unit of reinvention is the business function. The concept of a department is itself a product of scarcity. Because no one person could master more than a narrow field, people had to be organised into groups of specialists, so that accountants sat with accountants and marketers with marketers. AI, which draws on many specialisations at once, removes much of the reason for that grouping, and a function redesigned around it need not respect departmental lines. A job is too disparate a bundle of tasks to be the most sensible unit of automation, and automating a single task in isolation leaves the workflow around it as it was.
Nor is the workflow the right unit on its own: a function may consist of a single workflow, or of several that must be reinvented together, and reinventing the function in the face of AI sometimes makes some of the workflows that once formed part of it unnecessary altogether. The relevant distinction is one of means and ends. The function is concerned with the end the business seeks to achieve, and its workflows are merely the current means of achieving it. Reinvention therefore begins by identifying the end, and then reconsiders the means. The function, together with its constituent workflows, is the correct level at which a company’s work can be rebuilt systematically.
Reconsidering the means follows Musk’s sequence set out in my previous essay: one must question every requirement, delete what is unnecessary, simplify what remains, and only then automate. Of each, one should ask who required it and why. Was it the client, an internal check, a regulator, an insurer, or simply a developed habit? One would be surprised how many steps survive only because no one has thought to question their existence.
Reinventing the workflow in the face of AI therefore involves breaking it down into the units of work, or tasks, that must be performed to transform the inputs into the output. Each unit should be small enough to be verifiable on its own but not so small that the context needed to do it well is lost in passing it from one unit to the next. Each unit is then assigned to the mechanism best suited to it. Work that can be reduced to deterministic rules can be done by conventional software, which is inexpensive and predictable. Work that calls for reading, interpretation and judgement goes to AI. Work that carries serious consequence, or that the law requires a person to do, stays with a human, who receives it with the evidence required for verification already assembled.
Human review is placed where it does the most good. Ideally it comes at the end of a workflow, where a person approves the outcome and answers for it. But where a wrong turn early in a workflow would corrupt everything that follows, review may be required early, before the error spreads. The point at which one workflow feeds into another is also usually a sensible checkpoint for verification. In each case, the principle is that review belongs wherever an error is cheapest to catch, relative to the damage it would otherwise do.
None of this works unless the AI system knows what the company knows. A company’s method, its precedents, its standards and its house style exist mostly in the heads of its senior people. Making that knowledge explicit, in a form the machine can use, is among the most demanding parts of any reinvention, and among the most valuable, because it is what turns a general intelligence into the company’s own individuated solution. For the same reason, that knowledge should remain under the company’s control, held in a form that can move between AI providers rather than being locked into any one of them.