A two- to three-week pilot tests the impact hypothesis in one process and refines the economics using actual data. The full four- to six-week cycle redesigns one or two processes, launches the solution and hands over support. We agree the schedule for the chosen format.
Before the project starts
This readiness check is included in the agreed project scope.
- A process owner has authority to change the way it works.
- A domain expert is available to check results.
- Data is accessible or there is a plan to prepare it.
- Impact metrics are agreed and work examples are available for evaluation.
- There are no unresolved blockers.
If data or conditions are insufficient, agree what to prepare or select another process.
Phase 1 · Find the source of impact
Process, economics and solution design
Use interviews, observation and data to map the whole process. Find its constraint and assess how changing one stage affects time, quality, revenue or costs. Record the baseline and calculate development, model, human review and support costs.
Design the new workflow: what AI does, which decisions remain with employees and how tasks move between them. Define the agent’s knowledge and tools and build a prototype. Include the Decision Log, feedback and quality checks from the start.
Phase 2 · Test quality and impact
Comparison and a limited launch
First, AI receives the same tasks as an expert in a shadow run: its answers do not yet affect the work. Compare results, review errors and improve instructions. Once it passes the agreed checks, start limited use on 5–10% of the task flow under human oversight. Measure the whole process, handling cost and employee workload. Check that speeding up one stage does not create a queue at the next. Agree the conditions for expansion, revision or stopping before launch.
Example: preparing a customer proposal. AI analyses the request and prepares documents faster. Check whether the time from receiving a request to sending a proposal actually falls: if documents still wait for approval, examine that stage. Track errors, correction time and conversion alongside speed. Metrics are selected for your process.
Phase 3 · Implement and establish improvement
The result depends on the selected format
In a pilot, compare results with the baseline: what changed, which assumptions held and whether to expand use. If business impact needs a longer observation period, record what remains to be measured.
In the full cycle, route the agreed tasks through the solution, establish new roles and train employees. Hand over the configuration, Knowledge Base, tests, operating instructions and recovery procedures to the process owner and technical maintainer.
Establish the Oper8 Data Flywheel: the team reviews the Decision Log and outcomes, updates the agent’s rules and knowledge, and turns errors into tests for future versions. Changes pass evaluation before release, while the process owner tracks the agreed business metrics.
