Our Process
This is the process for our 90-day AI Operations Install. Other engagements follow their agreed scope. You approve the plan, review progress weekly and finish with a runbook your team can use.
The free call discusses fit. The paid Operations Assessment is scheduled separately after we agree the scope.
Before we start
Your Operations Assessment gives you a written Business Case within three business days: the recurring problem, your baseline, a plain verdict and a written next step.
Planning: days 1 to 14
We agree the tasks, dates, accounts, responsibilities and acceptance checks. Your number has a measured baseline, source and agreed target. You sign all five planning documents before we build anything.
Building: days 10 to 75
We compile your business knowledge from your inbox, documents, recorded calls and three one-hour interviews. The command inbox and morning brief go live by day 45. Client reports and the scoreboard follow and run live for at least two weeks before handoff.
Every week
A 30-minute progress meeting at the same day and time covers your number, completed work, next steps, risks and decisions. Notes follow the same day, with a five-line status email every Friday.
Your shared Risk Register is available from day one. Each risk has a responsible person, an early warning sign and an action.
Before handoff
We check each workflow before day 45 and day 90: did it run, does the output match its sources, and does it flag missing information rather than guess? Accounts stay in your name, passwords stay in a vault, logins are individual and access is limited to what is needed. We review and approve it with you.
Handoff: days 75 to 90
Your Handoff Runbook covers daily and weekly checks, each workflow, troubleshooting, access, credential rotation and offboarding. In the last two weeks your team member runs it for five business days while we observe. Every question goes into the runbook. We measure your number again the same way and hand it over.
After day 90
Your team runs the system in your accounts. Optional Operate support checks each workflow every business day, keeps your business knowledge compiling, fixes what breaks and provides a monthly report with your number.
Your nine project documents
1. Business Case
The written result of your Operations Assessment, in your inbox within three business days. The workflows that still run through you, in your own words. A score from 1 to 5 for how much of the business waits on you. The one number we'll move, how we'll measure it and what it costs you today. A plain verdict and a written next step.
2. Project Plan
Every task in the 90 days with one owner, a due date and the checkpoint it feeds. Updated before every weekly meeting. Nothing is marked done without a link to the thing that proves it.
3. System Map
Every source of business knowledge, every workflow, what sets it off, what it produces, who approves it and which account it runs on. Every account is in your business's name.
4. Roles and Handoffs
Who does what, role by role and workflow by workflow: what each one approves, what each one never does and where the work goes next. It includes the list of things that always wait for you, such as anything sent to a client, any money movement and anything deleted or published.
5. Success Criteria
For each deliverable, what you or your team should be able to do and the test that proves it. These are the checks at day 45 and day 90. These agreed checks define acceptance of the work.
6. Definition of Success and ROI Plan
Your number, defined so two people would count it the same way, with its measured baseline, its source and the target we agree on. The financial assumptions beside it, built from your own figures.
7. Weekly Progress Meeting and Risk Register
It's thirty minutes at the same day and time every week, covering your number, what got done, what's next, every open risk and every decision we need from you. Notes are written up the same day.
8. Quality Control Checklist
Every workflow is checked before day 45 and again before day 90. We check that it ran and delivered, judged by what it left behind, that every number matches its source, that it prints UNMEASURED instead of guessing when a source is missing, and that every sentence in a client report holds up against your systems. It covers security too: every account sits in your name, passwords live in a vault, nobody shares a login and each workflow has the least access that works. We review and approve it with you.
9. Handoff Runbook
The manual your team runs the system from. Where everything is, the daily and weekly checklists, a page for each workflow with how to tell it ran and what to do when it doesn't, plus the access register, credential rotation and offboarding steps.
Your project team
Your project plan identifies the people responsible for delivery, technical review and support. We bring in technical specialists when the scope requires them.
More about the team and technical review.
Changing the scope
When you ask for something outside the signed scope, we record the request, set out its effect on scope, schedule and fee, and get your agreement in writing before the work is added.
What the handoff records
The agreed scope and the Handoff Runbook record your accounts and access, the evidence of each accepted test, the support owner and the included support period. Ongoing support after that is optional, as described above.
Start with the assessment
The assessment is sixty minutes with me. Your written Business Case arrives within three business days, and the full assessment fee comes off your Install.
The free call discusses fit. The paid Operations Assessment is scheduled separately after we agree the scope.