Good AI Consulting — Department Deep Dive

Section 1 · About you and your department · ~2 min

Let's start with who you are

Your name and role*

Which organization are you with?*

How many people work in your department?*

Just me

2 to 5

6 to 15

More than 15

In one or two sentences, what is your department responsible for?*

Section 2 · Tools and AI use today · ~2 min

What is your team already working with?

We're asking about your department specifically. Someone using ChatGPT on their own counts, even without an official policy.

How much is AI being used in your department right now?*

Not at all

One or two people use it on their own

Nothing shared or organized

Several people use different tools without a shared approach

We've started building a shared approach

AI is actively integrated into how we work

If your team uses AI tools, which ones?

Section 3 · Where time goes · ~3 min

What work is eating your team's time?

The more specific you are, the better the systems we can build. For each task, add a rough time estimate.

Your three most time-consuming recurring tasks*

Think weekly or monthly work, not one-time projects.

Task 1 — Most time-consuming

Minutes per instance

Times per week

People doing it

Task 2

Minutes per instance

Times per week

People doing it

Task 3

Minutes per instance

Times per week

People doing it

What work does your team do that shouldn't require their level of experience?*

If each member of your team had an extra 5 hours per week, what could they do with that time?*

Section 4 · What your department produces · ~2 min

What does your team create or communicate?

This is one of the most important questions in the form. AI systems sound generic when they have no examples to learn from. A few sentences from a real email or report is enough.

Can you share two or three examples of work your team has produced that you're proud of?*

Think: emails that landed well, reports a client referenced again, proposals that closed deals.

Or upload a file

PDF, Word, or text · examples: a proposal, client report, email thread

Who does your department hand work off to most often?*

Section 5 · Accountability, review, and guardrails · ~3 min

Who is responsible, and how does work get checked?

This section feeds three documents your organization will receive: an AI Use Policy, an AI Quick Check tiering tool, and an AI Review pre-use process.

Your AI Review process will be built into your existing review workflow, not added on top of it. We need to understand what that workflow looks like.

When important output leaves your department, what does the review process look like today?*

An AI Quick Check is a tiering tool your team uses before any AI task. The risk ratings on your tasks above feed this directly — this question calibrates it further.

What types of output are you comfortable having AI generate without a human reviewing every instance?

These become the tier definitions in your AI Quick Check tool.

What types of sensitive information does your department work with?*

Client personal or contact information

Financial records, account details, or transaction data

Health or medical information

Legal or privileged communications

Employee records or HR information

Proprietary business information or trade secrets

Mostly public or non-sensitive information

Are there tasks or decisions that should always require a human — no matter how capable the AI gets?*

These become hard limits in your AI Use Policy and AI Quick Check.

Section 6 · Processes and scheduled tasks · ~2 min

What does your team already have written down — and what would they want delivered automatically?

SOPs are step-by-step documents describing how a process should be done. They could be formal guides, checklists, templates your team reuses, or even a rough Google Doc someone wrote years ago. If they exist in any form, they're valuable.

Does your department have any documented processes, SOPs, checklists, or playbooks?*

Yes — we have written processes for most of what we do

Yes — for some things, but not everything

Not formally — people know how things are done but nothing is written

No — we don't have documentation for most processes

Please share what you have — upload a file or describe what exists.

Upload process documents

PDF, Word, Google Doc export · SOPs, checklists, templates, playbooks

If an AI system sent your team a regular automatic update, which of these would be most useful?

Monday morning briefing

What's on the calendar, open tasks, what needs attention before Tuesday

Pre-meeting prep summary

Background on who we're meeting, talking points — sent one hour before

End-of-week summary

What got done, what's still open, what slipped — sent Friday afternoon

Pipeline or project status report

Current status of active deals or client accounts pulled from our systems

After-meeting follow-up draft

Summary of what was decided, action items, and a draft follow-up — generated right after

Monthly performance summary

Key metrics and a plain-language summary of how the department performed

None of these — our work doesn't have a predictable schedule

What concerns do you have about AI being used in your department?

Is there anything else we should know?

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Department complete

Thank you. Your responses feed directly into the AI Roadmap, AI Use Policy, AI Quick Check, and AI Review process for your department.