Build. Set up the systems around the workflow, not the other way round.

What this phase is for

Only now do the systems go in: the forms, the records, the notifications and the handovers that carry the workflow you mapped. Nothing is built in isolation. Everything serves a step on the one-page map, or it does not get built.

Do it yourself

1. Use what you already pay for first. Your practice, job or property system, your CRM and your email can usually carry most of the mapped workflow. A new subscription is the last option, not the first.
2. Build the handovers before the features. The notification that tells the next owner it is their turn matters more than any dashboard.
3. One place for each record. If the client's details live in three tools, pick the one that owns them and make the others read from it. Retyping is how information leaks.
4. Set up accounts the business owns. Every tool on a business account you administer, with training switched off on anything AI, and one register of who can log in to what. Why this matters.
5. Check the terms once, write it down once. For each tool that will hold client or sensitive information, where is it processed, is it retained, is it used for training. Record the answer next to the tool's tier.
6. Test with one real job end to end. Run last Tuesday's enquiry through the new system with the real people. Fix what breaks. Then switch the old way off.

The AI lens on this phase

An AI feature switched on inside a system you already hold client information in is often the safest AI you will use, because the vendor's terms already cover the data. A free AI tool in a browser tab next to that system is often the least safe. The build phase is where you make that difference physical: the approved tools are set up and the others are closed.