The short answer
Pick one repetitive workflow, measure how long it takes today, give a small team an approved AI tool and simple rules, and compare the numbers after 30 days. Keep a human reviewing every output during the pilot. If the time saved is real and quality holds, roll it out; if not, you have learned cheaply.
- Measure the baseline before anyone touches a new tool.
- Use a business plan with data controls, not personal accounts.
- A person reviews every AI output during the pilot.
- Decide in advance what result counts as success.
Week 0: choose and measure
Pick a workflow that happens at least weekly, such as proposals, customer replies or meeting follow-ups. Time five recent examples and note errors or rework. Write the success measure, for example "cut proposal drafting from three hours to one with no drop in win rate".
Week 1: set up
Choose one tool, set up a business workspace, load your reference material such as price lists, templates and past examples, and write a one-page instruction for the team.
Week 2: run it for real
Use the tool on live work with a person reviewing every output. Log time spent and every correction made.
Week 3: refine
Improve the instructions and templates using the correction log. Drop steps that did not help.
Week 4: decide
Compare time and quality against the baseline. Write a half-page summary: what worked, what did not, cost, and the next workflow to try.
Questions people ask
How many people should be in the pilot?
Two to five people who do the work regularly.
What if the AI makes mistakes?
Expect some. The review step catches them, and the log shows whether they are falling.
What should we pilot first?
A writing-heavy, repetitive task with a clear before and after.
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