A Practical Framework for Moving from Experiments to Results 

Where You Are Today 

You've started experimenting with AI. Maybe you have a Hatz AI license, or you've run a few pilots. Some team members are enthusiastic, others are skeptical.  

Here's what we see happening: 

✅ A few power users getting value 

❌ Most of the team not using AI daily 

❌ No clear path from experiments to real business outcomes 

❌ Concerns about security, governance, and data handling 

❌ Uncertain ROI and no way to measure impact 

Sound familiar? 

You're not alone. Research from OpenAI shows that most organizations are stuck in exactly this spot—pilot purgatory. 

The companies that break through treat AI differently. They follow a structured path from experimentation to adoption to transformation. 

This framework is that path. 

Over the next 90 days, we'll help you move through four gates. Each gate has clear success criteria, practical actions, and measurable outcomes. 

By the end, AI won't be an experiment. It will be how your team works. 

The Four-Gate Framework 

How to Read This Framework 

Each gate includes: 

🎯 Goal: What you're trying to achieve 

📋 Success Criteria: How you know you've cleared the gate 

⚙️ What We'll Do Together: Practical actions we'll take 

📊 Metrics That Matter: How we measure progress 

⏱️ Timeline: How long this typically takes 

Let's walk through each gate. 

Gate 1: Foundation   

🎯 Goal: Get your organization ready for AI adoption 

This isn't about picking use cases yet. It's about creating the environment where AI can succeed—secure access, clear guidelines, and basic training for your team. 

📋 Success Criteria: What "Done" Looks Like 

✅ Every employee has secure access to AI tools 
✅ Leadership has communicated the vision and expectations 
✅ All staff completed AI Certification training (40-50 minutes) 
✅ Clear guidelines exist for what's safe and what's not 
✅ At least one executive sponsor actively championing AI 
✅ Basic governance framework in place  

⚙️ What We'll Do Together 

Week 1: Setup & Security 

• Deploy secure AI environment for your organization 

• Configure user access and permissions 

• Set up data governance controls 

• Establish security protocols 

Week 2: Leadership Alignment 

• Executive briefing on AI strategy 

• Identify executive sponsor(s) 

• Create internal communication plan 

• Define success metrics for your organization 

Week 3: Team Training 

• Roll out "AI Certification" training   

• Cover: What AI can/can't do, when to use it, data safety 

• Hands-on exercises with real work scenarios 

• Q&A session to address concerns 

Week 4: Guidelines & Launch 

• Publish AI usage guidelines 

• Launch internal communications 

• Set up support channels (how to get help) 

• Celebrate early adopters 

  
  

📊 Metrics That Matter

• 100% of employees have access 

• 90%+ complete foundational training 

• 1 executive sponsor identified and active 

• 1 set of usage guidelines published and distributed 

⏱️ Timeline: 4 Weeks 

Why This Matters: Organizations that skip foundation work hit adoption walls within weeks. People won't use AI if they're unsure whether it's safe, allowed, or worth their time. 

Gate 2: Daily Usage 

🎯 Goal: Make AI part of your team's daily rhythm 

This is where most organizations fail. They launch AI access but don't build the habits that lead to fluency. This gate is about turning occasional experiments into daily practice. 

📋 Success Criteria: What "Done" Looks Like 

✅ 80% of employees have used AI at least 5 times 
✅ Each team can name 2-3 tasks where AI saves them time 
✅ AI usage is part of weekly team discussions 
✅ Internal champions identified in at least 3 departments 
✅ Success stories being shared across the organization 
✅ Leadership actively modeling AI usage  

⚙️ What We'll Do Together 

Kickstart Daily Habits

• Launch "5-a-Day Challenge" (5 AI interactions per day) 

• Provide department-specific prompt templates 

• Set up peer learning groups 

• Host weekly "AI Office Hours" for questions 

Build Momentum 

• Identify and empower AI champions (1-2 per department) 

• Create "Success Story" template for sharing wins 

• Run mini-workshops by department (sales, operations, support, etc.) 

• Share best practices across teams 

Embed the Habit 

• Integrate AI into existing workflows and meetings 

• Have managers ask: "Where did AI help you this week?" 

• Document time-saving examples 

• Celebrate progress and recognize champions 

  
  

📊 Metrics That Matter 

• 80%+ active users (logged in and used AI 5+ times) 

• 3-5 documented success stories with time savings 

• 3+ internal champions identified and trained 

• Average usage: 10+ AI interactions per user per week 

• Team confidence: Survey shows 70%+ feel comfortable using AI for daily tasks 

  
  

⏱️ Timeline: 8 Weeks (2 Months) 

Why This Matters: AI's ROI compounds over time. But compounding only starts when usage becomes daily. This gate transforms AI from "something we have" to "something we do." 

Gate 3: Use-Case Creation   

🎯 Goal: Turn experiments into repeatable workflows 

Once your team is fluent, something special happens—they start spotting opportunities everywhere. This gate is about capturing those ideas, prioritizing them, and building the workflows that deliver measurable business value. 

📋 Success Criteria: What "Done" Looks Like 

✅ 5-10 high-value use cases identified and documented 
✅ Each use case has a clear owner and timeline 
✅ At least 3 workflows are built and repeatable 
✅ Measurable outcomes documented (time saved, accuracy improved) 
✅ Early wins communicated across the organization 
✅ Process established for capturing new ideas  

⚙️ What We'll Do Together 

Capture & Prioritize 

• Run "AI Adoption Workshop" with your leadership team 

• Collect use case ideas from across the organization 

• Score each by: Impact (high/med/low) × Effort (high/med/low) 

• Select top 5-10 use cases to develop 

• Assign ownership for each 

Build & Prototype

• Build workflows for top 3 use cases 

• Test with small pilot groups (5-10 users) 

• Gather feedback and iterate 

• Document the workflow (so others can replicate) 

• Calculate time/cost savings 

Share & Scale 

• Roll out successful workflows to broader teams 

• Create "How-To" guides for each workflow 

• Present results to leadership 

• Celebrate teams who contributed ideas 

• Launch intake process for new use cases 

📊 Metrics That Matter 

• 5-10 use cases documented with clear ROI 

• 3+ workflows deployed and actively used 

• 10-20 hours saved per week (measurable) 

• $X,XXX in cost savings or new revenue identified 

• 90%+ satisfaction from pilot users 

  
  

⏱️ Timeline: 8 Weeks (2 Months) 

💡 Example Use Cases by Department 

Sales: 

✅ Automated proposal generation (saves 3 hours per proposal) 

✅ Pre-call research briefings (saves 30 min per meeting) 

✅ Personalized email campaigns (2x response rate) 

Operations: 

✅ Invoice processing automation (reduces errors by 80%) 

✅ Vendor analysis and comparison (saves 5 hours per quarter) 

✅ SOP creation from video recordings (saves 2 hours per doc) 

Customer Support: 

✅ Tier 1 response templates (reduces response time by 50%) 

✅ Customer sentiment analysis (identifies at-risk accounts early) 

✅ Knowledge base auto-updates (keeps docs current) 

Marketing: 

✅ Content repurposing (1 blog → 10 social posts in 15 minutes) 

✅ Campaign performance analysis (weekly instead of monthly) 

✅ Competitor monitoring summaries (daily insights) 

🎯 How to Prioritize Use Cases 

We'll use this simple framework: 

Priority 1 (P1): High impact, low effort → Build immediately 
Priority 2 (P2): Medium value → Build next quarter 
Priority 3 (P3): Park for future consideration  

Why This Matters: This is where AI stops being an experiment and starts delivering measurable business value. You'll have concrete examples to point to: "AI saved us 40 hours last month" or "Our proposal close rate increased by 15%." 

Gate 4: Scale & Automation  

🎯 Goal: Transform AI from project to operating system 

You've proven AI works. Now it's time to scale—integrate with your core systems, automate high-value processes, and make AI a competitive advantage. 

📋 Success Criteria: What "Done" Looks Like 

✅ AI integrated with core systems (email, CRM, document storage) 
✅ 10+ workflows running across the organization 
✅ Measurable ROI: time saved, costs reduced, revenue increased 
✅ AI champions in every department 
✅ Systematic process for continuous improvement 
✅ Customer-facing AI capabilities deployed (optional but powerful)  

⚙️ What We'll Do Together 

Integration & Automation 

• Connect AI to your email system (Microsoft 365 / Google Workspace) 

• Integrate with CRM (Salesforce, HubSpot, etc.) 

• Connect to document repositories (SharePoint, Google Drive) 

• Automate high-volume, repeatable workflows 

• Set up API connections for custom use cases 

Governance & Measurement

• Formalize company-wide AI policy 

• Establish AI governance committee 

• Deploy ROI tracking dashboard 

• Create feedback loops for continuous improvement 

• Document lessons learned 

Optimization & Growth 

• Expand successful workflows to new teams 

• Build customer-facing AI capabilities 

• Train "AI Center of Excellence" team 

• Plan next wave of automation 

• Share success story externally (marketing, recruiting) 

📊 Metrics That Matter 

• 10+ workflows in production 

• 100+ hours saved per month (measurable) 

• $XX,XXX in documented cost savings or new revenue 

• 3-5 core systems integrated 

• ROI: 3-5x return on AI investment 

• Team satisfaction: 80%+ of employees say AI makes their job easier 

  
  

⏱️ Timeline: 4-6 Months (Ongoing) 

💡 What Scale Actually Looks Like 

Integration Examples: 

• Email: Auto-draft responses to common inquiries 

• CRM: Auto-update contact records from meeting notes 

• Documents: Auto-generate reports from data sources 

• Scheduling: AI assistant handles meeting coordination 

• Support: AI triage and draft responses to tickets 

  
  

Customer-Facing Examples: 

• AI-powered chatbot on your website 

• Automated proposal generation for prospects 

• Intelligent product recommendations 

• Predictive maintenance alerts for clients 

• Personalized customer communications at scale 

📈 Sample ROI Dashboard (What We'll Track Together) 

Why This Matters: At this gate, AI becomes a competitive advantage. You're not just saving time—you're delivering better customer experiences, making faster decisions, and building capabilities your competitors don't have. 

Your 6-Month Roadmap at a Glance 

Month 1: Foundation

├─ Setup secure environment

├─ Train all staff (Level 1)

├─ Launch usage guidelines

└─ Identify executive sponsor

Month 2-3: Daily Usage

├─ Build daily AI habits (80% active users)

├─ Identify champions

├─ Share success stories

└─ Hit 10+ uses per user/week

Month 4-5: Use-Case Creation

├─ Capture 10 use cases

├─ Build 3 workflows

├─ Measure time/cost savings

└─ Scale successful workflows

Month 6+: Scale & Automation

├─ Integrate core systems

├─ Deploy 10+ workflows

├─ Track ROI ($XX,XXX saved)

└─ Build customer-facing capabilities

What You Can Expect from Us 

As your AI implementation partner, here's what we commit to: 

✅ Strategic Guidance 

• Quarterly business reviews to assess progress 

• Benchmarking against similar organizations 

• Recommendations for next phase 

• Industry best practices and trends 

  
  

✅ Technical Implementation

• Secure platform setup and management 

• System integrations (email, CRM, etc.) 

• Workflow development and testing 

• Ongoing platform optimization 

  
  

✅ Training & Enablement 

• Structured training programs   

• Department-specific workshops 

• Champion training and support 

• Ongoing "AI Office Hours" 

  
  

✅ Measurement & Reporting

• Monthly usage reports 

• ROI tracking dashboard 

• Success story documentation 

• Executive summaries 

  
  

✅ Continuous Support 

• Dedicated support channels 

• Regular check-ins 

• Problem-solving sessions 

• Access to AI experts 

What We Need from You 

For this framework to succeed, we need your partnership: 

✅ Executive Sponsorship 

• Visible support from leadership 

• Regular communication about AI vision 

• Resources allocated (time, budget) 

• Willingness to model AI usage 

  
  

✅ Champion Network 

• 1-2 champions per department 

• Time allocated for learning and experimentation 

• Permission to share wins and learnings 

• Enthusiasm for change 

  
  

✅ Feedback & Iteration

• Honest feedback about what's working 

• Willingness to try new approaches 

• Participation in workshops and reviews 

• Ideas for use cases and improvements 

  
  

✅ Patience & Persistence 

• Understanding that fluency takes practice 

• Commitment to the full framework (not just Gate 1) 

• Acceptance that some experiments won't work 

• Long-term perspective on ROI 

Common Questions 

"How much time will this take?" 

For most employees: 2-3 hours in Month 1 (training + setup), then 15-30 minutes per day using AI in their normal work.

For champions: Additional 2-4 hours per month for workshops, sharing learnings, and helping teammates. 

For leadership: 1 hour per month for reviews and strategic discussions. 

"What if some team members resist?" 

That's normal. We'll focus on: 

1. Early wins: Show quick time savings 

2. Champions: Let enthusiasts lead the way 

3. Safe space: Make it okay to experiment and fail 

4. Relevance: Connect AI to their specific job frustrations 

By Month 3, most skeptics become believers when they see real results. 

"How do we measure ROI?" 

We'll track: 

• Time saved (hours per week/month) 

• Cost savings (reduced manual work, fewer errors) 

• Revenue impact (faster sales cycles, better customer retention) 

• Quality improvements (accuracy, consistency, customer satisfaction) 

• Competitive advantage (capabilities competitors don't have) 

  
  

"What if we're already using AI tools?" 

Great! We'll assess where you are and meet you there. Many organizations: 

• Have ChatGPT but lack governance → Start at Gate 1 

• Have daily users but no workflows → Jump to Gate 3 

• Need to audit and optimize existing use → Focus on Gate 4 

  
  

"How is this different from just buying ChatGPT licenses?" 

ChatGPT is a tool. This framework is the system that ensures the tool gets used effectively: 

• Security & Governance: Enterprise controls, not consumer accounts 

• Structure: Clear path from experiments to business impact 

• Training: Built-in certification and workshops 

• Integration: Connected to your existing systems 

• Measurement: Track ROI and usage 

• Support: We're with you every step 

  
  

Success Stories: What This Looks Like in Practice 

Manufacturing Company (45 employees) 

Timeline: 5 months from start to scale 

Gate 1-2 (Months 1-2) 

• Deployed Hatz AI, trained all staff 

• 82% hit daily usage by Week 8 

Gate 3 (Months 3-4)

• Built workflows for: Quote generation, vendor analysis, safety documentation 

• Saved 35 hours/week across teams 

Gate 4 (Month 5+)

• Integrated with Dynamics 365 CRM 

• Automated quote-to-order process 

Result: 28% faster quote turnaround, $78K saved annually 

Professional Services Firm (28 employees) 

Timeline: 6 months from start to scale 

Gate 1-2 (Months 1-3)

• Slower adoption due to client concerns 

• Focused on internal operations first 

• Hit 75% daily usage by Month 3 

Gate 3 (Months 4-5)

• Built workflows for: Client reports, proposal writing, research summaries 

• Consultants saved 8 hours/week on admin tasks 

Gate 4 (Month 6+) 

• Integrated with Salesforce 

• Built client-facing AI capabilities 

Result: 8 hours per consultant returned to billable work = $156K additional revenue annually 

Next Steps 

Ready to move from AI experiments to AI impact? 

Step 1: Alignment Meeting (1 hour) 

We'll discuss: 

• Where you are today 

• Your goals for AI adoption 

• Your timeline and constraints 

• Questions and concerns 

Step 2: Customized Roadmap (We create this) 

Based on our discussion, we'll tailor this framework:

• Adjusted timeline based on your team size 

• Customized use cases for your industry 

• Training schedule that fits your calendar 

• Success metrics specific to your business 

Step 3: Executive Briefing (30-45 minutes)

We'll present to your leadership team: 

• The framework and timeline 

• Expected outcomes and ROI 

• What we need from leadership 

• Answers to their questions 

Step 4: Launch Gate 1 (Week 1) 

We hit the ground running: 

• Deploy secure AI environment 

• Schedule training sessions 

• Identify executive sponsor 

• Begin the journey 

Let's Build Your AI Future Together 

The companies winning with AI in 2025 aren't running longer pilots. They're building fluency faster. 

This framework gives you the roadmap. We'll be your guide. 

Ready to get started? 

This framework is based on research from OpenAI's "From Experiments to Deployments" whitepaper and refined through dozens of successful implementations with businesses like yours.