AI Rollout and Onboarding
The audit says where AI pays. The rollout makes it happen: AI set up on the real workflows, every department onboarded on their own work, and someone staying close until the new way is the normal way. Measured at day 60.
- Every department live in about five weeks
- Each person onboarded on their own tasks
- Fixed price, three verifiable milestones
Why rollouts fail in week three
The licences arrive, someone runs a lunch and learn, and for a fortnight there is interest. Then a busy week lands. The old way is faster because it is familiar, nobody has set the tool up on the actual files, and by week three the work is being done exactly as before. The licence cost is the only thing that changed.
That is not a training problem or a tool problem. It is an onboarding problem. The gap between "the team knows what AI can do" and "the team does Monday's work with it" is filled by somebody sitting with each person, setting it up on their real tasks, and being there the first time it goes wrong.
What the rollout covers
- Setup on the real work. Accounts, access to the files and systems each department actually uses, and the first two or three live tasks working before anyone is trained on them.
- A session per department. Run on their own orders, invoices, stock files and reports. Store teams, head office and the warehouse are trained separately, because their work has almost nothing in common.
- Reusable skills, not one-off prompts. Each person leaves with the workflows they repeat every week set up to run on a single instruction. That is what survives a busy Monday.
- The safety rules, taught properly. What can go into a tool, what has to be de-identified first, and what never leaves your systems. Staff who have not been told where the line is either paste everything or paste nothing.
- A two week review with each team. The questions that matter only appear once people have tried it under pressure. We come back for them.
- An internal champion per department. One person who becomes the one others ask. Teams with someone to ask keep going.
- Day 60 measurement. Hours re-measured against the audit baseline, written up plainly. Included, never optional.
Where a build is the right answer
Some work should not be taught. If your team re-keys two hundred order lines a week from emailed purchase orders, training them to do it faster with AI misses the point. That workflow should be built and removed.
Where the audit finds work like that, we scope the build at the findings stage, once we know the volumes and the exceptions: reading emailed orders into the ERP, checking freight invoices against the rate card, reconciling a 3PL stock file, rebuilding the Monday report from live data. We have built and run these inside a multi-brand distribution business, on a live ERP, with real customers on the other end. Builds are priced separately, tested on your data before they go live, and kept to the smallest thing that solves the problem. If a spreadsheet with a script does it, that is what gets built.
What it costs, and how it is paid
The rollout is fixed price, quoted in the proposal after the discovery call as a share of the first-year value the audit identifies. It is paid in three equal payments: at signing, when the findings are presented to your leadership, and when every department is live and each person has used their own skill on real work. Every milestone is one you can verify without arguing about it.
You can stop after the findings and keep the plan. The plan is written so your own team, or another provider, could run it.
What we need from you
- A decision maker who will attend the findings presentation and the day 60 review.
- About forty five minutes per department for the audit interview, and half a day per department for setup and training.
- AI subscriptions on your own account, on your own card, from day one. We tell you the estimated monthly cost up front.
- Read access to the exports and reports your teams already produce. Deeper access only where it helps, and only with your IT and privacy people in the loop.
After the rollout
The tools change roughly monthly. Most clients move to managed AI operations after the day 60 review, so the setup keeps up and one improvement ships a month. Some extend the rollout to more departments first. The measurement is what makes that decision an easy one either way.
Further reading
Common questions about the rollout
Do we have to do the audit first?
Usually, yes, and it is in your interest. The audit is what tells us which workflows are worth the effort and gives the rollout a baseline to be measured against. If you already know exactly which workflow is the problem, we can scope a rollout from that directly.
How long does a rollout take?
About five weeks for a business with four or five departments, following a two to three week audit. Each department gets a setup and training session, then a two week review once they have used it on real work. Larger departments get a second session.
What does "onboarding" mean here?
Every person in scope ends up with AI set up on their own account, connected to the files and systems they actually use, with the first two or three of their real tasks already working. Not a login and a slide deck. The test we use is that each person has created a reusable skill and used it on live work before we call the department done.
Whose AI accounts are they?
Yours, from day one, on your card. We never hold a client’s subscriptions or data. The proposal states the estimated monthly run cost with the seat count it assumes, so there is no surprise when the first invoice from the vendor arrives.
What if some of the work needs a proper build?
Then we build it. Where a workflow is high volume and rules based, training people to do it faster misses the point, and an integration or automation is the right answer. Builds are scoped and priced separately at the findings stage, once we know what the work actually is, and tested on your data before anything goes live.
What happens at day 60?
We re-measure the hours in each department against the baseline recorded during the audit and write up what changed, what did not, and why. It is included in every rollout. It is also how you decide, with numbers, whether to extend to more departments or move to a retainer.
What does a rollout cost?
It is fixed price, quoted in the proposal as a share of the value the audit identified, with three equal payments tied to milestones you can verify yourself. We do not publish a rate card because the number depends on the size of the opportunity in your business, not on our hours.
Ready to make it stick?
Fifteen minutes on where your business is up to. If a rollout is premature, we will tell you which step comes first.
Book a discovery call15 minutes. No sales pressure.