Pilot, Scale & Govern AI

Start with a pilot, not a transformation

A pilot is one workflow, one team, one primary metric, for 30 days. Example: "Front desk uses AI-drafted WhatsApp replies for FAQ only; measure first-response time."

Pilots are cheap learning. Company-wide rollouts without pilots are expensive gambling.

Pilot plan template

• check_circleProblem statement (from Step 1)
• check_circleWorkflow map with AI step highlighted (from Step 2)
• check_circleSuccess metric + baseline (from Step 3)
• check_circleTool or integration chosen (from Step 4)
• check_circleBudget approved (from Step 5)
• check_circleData and privacy rules (from Step 6)
• check_circleChampion and daily users assigned (from Step 7)
• check_circleReview date — day 30 on the calendar

Day 30 review — three outcomes

Stopping a failed pilot is success — you learned cheaply. Don't sunk-cost into tools that don't work.

• check_circleScale — metrics improved; roll out to more staff or workflows
• check_circleAdjust — partial success; change tool, training, or scope and run another 30 days
• check_circleStop — no improvement or too much risk; cancel subscription and document why

Scaling responsibly

• check_circleAdd one workflow at a time, not five at once
• check_circleUpgrade to team/business plans before sharing customer data widely
• check_circleDocument what works — prompt templates, reply libraries, brand voice notes
• check_circleRevisit build-vs-buy when volume or integration needs grow

Governance as you grow

Quarterly AI review: Which tools are we paying for? Who has access? Did policies hold? Any customer incidents?

As you add custom software, require audit logs, backups, and a named maintainer — whether in-house or DrayenGroup.

You've completed the strategy path

You now have a full planning framework: problem → workflow → metrics → build/buy → budget → data → people → pilot. Pair this with our Tools path for hands-on software, Foundation for technical depth, or Growth and Rwanda for local application.