The client work isn't what eats your week. It's the follow-up emails, the reminders, the notes you rewrite after every meeting.
This worksheet takes about 20 minutes. You list last week's repeat tasks and mark each step as a rule, a draft or a judgment call. Then you pick one job to hand off and a way to tell if it worked.
You don't need an AI tool to fill it in. Sometimes the answer turns out to be a saved reply, and that's fine.
No email needed. Just download it.
A free worksheet from Suncoast AI Lab for solo professionals like realtors, bookkeepers, consultants and anyone running the business and doing the work. Takes about 20 minutes, and you don't need any AI tool to fill it in.
It pays to know where your time goes. In a Stanford and MIT study of 277 accountants (Journal of Accountancy, Aug 20, 2025), AI users moved about 3.5 hours of a 40-hour week from routine data entry to higher-value work. So start there.
Look at your calendar, sent email and to-do list from the past week. Write down every task you did more than once.
| Task | Times last week | Minutes each (your estimate) | Total minutes | Where it happens (tool) |
|---|---|---|---|---|
| Example: client status update email | 4 | 15 | 60 | Gmail |
| ____________ | ____ | ____ | ____ | ____________ |
| ____________ | ____ | ____ | ____ | ____________ |
| ____________ | ____ | ____ | ____ | ____________ |
| ____________ | ____ | ____ | ____ | ____________ |
Common ones are follow-up emails after a showing or meeting, month-end document reminders, meeting notes and summaries, invoice reminders, scheduling back-and-forth.
For your top task, write out each step and mark it.
| Step | R / D / K |
|---|---|
| ____________ | ____ |
| ____________ | ____ |
| ____________ | ____ |
Choose the task with the most total minutes that has at least one D step and no client-facing step that skips your review.
My first job to hand off: ____________________ How I'll measure it: minutes per week before ______ and after ______ (include the time you spend checking the output).
If the checking takes longer than the task did, that's a real result. Stop and pick a different job. Want a second set of eyes on your list? Book a free 20-minute call at suncoastailab.com/call. Suncoast AI Lab
Solo pros and small offices. Realtors, bookkeepers, consultants and anyone running the business and doing the work.
No. It's a direct download.
Then that's your answer for that job. Pick a different one.