Approach
Four steps, one sequence
Every engagement follows the same structure. How long each step takes depends on your organisation, among other things on whether a works council needs to be involved. That is why we commit to a sequence, not to week numbers.
Setup
Your own tenant, sign-in through your existing login, clear data rules from day one.
We start with the technical foundation: a dedicated tenant for your company, sign-in through your existing single sign-on, access rights by department. Nobody has to remember a new password, and your IT keeps control.
Along with the invitation, every employee receives a rulebook of exactly one page. It answers the question that is open in most companies: which data may be entered into an AI tool, which may not, and who decides in case of doubt. One page, because a document nobody reads is not a rule but an alibi.
We also set up a first set of scheduled tasks that save time immediately: recurring summaries, report drafts, routine input for the specialist departments. The benefit should be noticeable before the first training session, not after it. That way the project starts with a result rather than a promise.
On site
We sit with every department and map how the work actually gets done.
Process documentation describes how work is meant to happen. We are interested in how it is done. So we sit with every department, at the desk rather than in the meeting room.
We ask people to show us the real routines: which reports are produced every week, which figures are copied by hand from one system into another, which emails are written the same way again and again. The result is a map of recurring work as it actually takes place.
Every routine is assessed against two questions: how much time does it consume, and how well can it be supported or fully taken over by AI. Whatever answers both questions well is marked as a candidate for automation.
None of this works unless employees answer openly. That is why we do not appear as an audit, and why we make no commitments about headcount. People who fear for their jobs do not show you the real workflow.
Prompt library
Every recurring task becomes a tested, reusable prompt.
A self-rating of 2.3 out of 5 does not improve through a training day. It improves when good use stops depending on the talent of individuals.
So we translate the recurring tasks from the on-site mapping into a library of tested prompts: the monthly report, the quotation check, the answer to the same customer enquiry that arrives every week. Every prompt is tried against a real case, agreed with the people responsible for that work, and built to respect the data rules established during setup.
The library belongs to you. It sits in your tenant, is organised by department, and is maintained like a toolbox rather than an archive: new cases are added, outdated ones are removed.
That is how scattered experimentation becomes a shared standard. It is the difference between ten employees using AI somehow, and an organisation that has command of it.
Automation review
Candidates with effort, payback and sequencing. You decide what gets built.
At the end, a list is on the table: the workflows that can be automated in whole or in part. For each candidate we state three things. The implementation effort. The expected time saved, and with it the payback. And a recommended sequence, because not everything that is possible should come first.
We present the result to the management, and to the works council on request. Deliberately as a decision paper rather than a finished product: you decide what gets built, what waits, and what is dropped.
Whatever you commission, we implement, or we support your IT in implementing it. Whatever you do not commission stays on file as a documented candidate and is not lost by the next budget round.
That keeps control where it belongs. Our job is that you know precisely what is possible and what it costs. Not to sell you as much as possible.
Where would this start in your organisation?
In an intro call we walk through the four steps against your specific situation. Thirty minutes, by phone or video.
Book a call