Preparing an AI proposal for the board

An AI proposal is easier to assess when it identifies a business problem and a specific decision. A broad ambition to adopt AI leaves important questions open: what would change, who would use it and how would the business judge the result?

The detail needed will depend on the organisation and the proposed use. The following questions provide a starting point.

Understand current use

Find out which AI tools staff already use, for which tasks and with what information. Include tools available through existing subscriptions as well as those purchased separately.

This establishes a baseline. It can reveal useful applications, duplicated spending and information-handling questions that need attention.

Define the proposed task

Describe the work as it happens today. Record the volume, time involved, common exceptions and consequences of a mistake. Consider whether a simpler software change or conventional automation could meet the need.

For an AI-assisted task, identify what the tool would receive, what it would produce and who would check the result.

Make the evaluation measurable

A limited trial can help establish whether the proposed approach is useful. Define the cost, the people involved and the conditions for continuing or stopping.

Measure quality alongside time saved. For document extraction, for example, processing time alone would miss the cost of correcting inaccurate fields. Include exception handling and review effort in the comparison.

Address information and accountability

Identify what data would be involved, which services would receive it and what access the tool would need. Assess the relevant account settings and provider terms for that use.

Set out who is responsible for approving access, reviewing outputs and responding when the tool produces an unsuitable result.

State the decision clearly

The proposal should explain:

1. The business problem and current baseline
2. The proposed use and alternatives considered
3. The expected cost and resources required
4. The information, access and risks involved
5. The evaluation measures and decision points

The board should be able to see what it is being asked to approve and what evidence will inform the next decision.

To discuss a proposed application, get in touch.