Rollout plan
This work was scoped as a rollout plan. It is not presented as a completed implementation or a customer productivity result.
Choose a task people already need to complete
Start with a specific activity such as preparing an internal brief from approved documents. Name the person who does it, the information they need and the standard the output must meet. A general instruction to “use AI more” is difficult to support or evaluate.
For this planning example, a team member asks for a draft brief, checks the cited material and edits the result before sharing it. The assistant does not invent client facts or send a finished deliverable on the employee’s behalf.
Give the knowledge a maintained home
Choose the approved documents and decide who keeps them current. Record ownership, review dates and access restrictions. Remove obsolete instructions or mark them clearly so the assistant cannot treat an old process as current simply because it is searchable.
Test questions whose answer is absent or contradictory. A useful response should make the uncertainty clear and direct the employee to the relevant owner. Adding more documents cannot resolve a disagreement in the underlying policy.
Use the existing interface where it fits
Evaluate an existing team workspace before commissioning a custom app. Check the current plan, identity controls, sharing behaviour and supported integrations against the intended task. A familiar chat interface can reduce the amount of new software people need to learn.
A custom interface may become worthwhile when the workflow needs structured forms, a review queue or actions that chat alone handles poorly. Make that decision from observed user needs. Do not assume that one integration works unchanged across browser, desktop and API environments.
Add tools only when the task requires them
Reading approved reference material and changing a business record are different capabilities. Start with the narrowest access that makes the task useful. If the workflow needs a tool connection, enforce permissions in the service and identify the user responsible for each operation.
MCP can provide a connection pattern for tools and data, but the protocol does not grant a user permission to every connected system. Verify authentication, authorisation and action boundaries for the actual deployment. An instruction inside a document must not be able to change them.
MCP: authorisation for HTTP-based transports
| Stage | Evidence to review |
|---|---|
| Prepare | An owned task, approved sources, permitted access and representative examples. |
| Try | Employees complete the task, including missing information and an incorrect draft. |
| Review | The owner compares useful output, correction effort, failures and operating cost. |
| Expand or revise | A recorded decision on scope, support and changes needed before wider access. |
Teach the review habit
Give employees a short guide covering appropriate inputs, how to check a draft and where to report a problem. Use examples from the task rather than a long list of generic prompts. Include a situation where the right answer is to stop and ask a colleague.
Agree a support owner, a route to report unsuitable output and a process for updating sources. When the model or integration changes, re-run representative examples. The team’s learning should improve the workflow without turning an unreviewed chat transcript into company policy.
Judge usefulness before expanding
Compare the pilot with the current task using the same acceptance criteria. Record review effort, errors, successful completions and ongoing costs. Subscription and API choices should follow that workload and the organisation’s requirements; neither is automatically cheaper or more suitable.
This plan does not promise a rollout duration or a productivity gain. Those estimates depend on the actual knowledge, controls, integrations and adoption work discovered.
Discuss a similar workflow
Bring a description of the process, the systems involved and one example of where work gets stuck. We can use discovery to establish the requirements, dependencies and next step before preparing a solution and estimate. Please leave private customer, applicant and patient records out of the website enquiry.