Ganchev Solutions
AI Audits & SME Adoption

An illustrative programme example

AI Opportunity Map: a small-business example

A practical way to decide where AI could help, what needs preparation and what to leave for later.

This sample uses a fictional service business. It illustrates the approach, not a client engagement or measured results.

The starting point

Four recurring tasks. One place to start.

A small service business in Abu Dhabi receives enquiries by email, takes notes during client meetings, prepares proposals and pulls together monthly reports.

The owner wants less repeated work, while keeping control of customer replies and commitments. The map compares these tasks before choosing a tool or commissioning a build.

The sample opportunity map

Priority reflects this fictional business’s needs, information and ability to check the work.

  1. Pilot first

    Recurring customer enquiries

    Prepare a reply from approved service information, then send it to a person for review.

    Why this priority
    The questions repeat, and a useful answer can be checked against a short source document.
    Information needed
    Collect common questions and confirm the current service information.
    Human check
    Check the answer, missing details and any promises before sending.
  2. Small trial

    Meeting notes and actions

    Turn written notes into a draft list of decisions, owners and next steps.

    Why this priority
    A small internal task with a source that the meeting owner can check.
    Information needed
    Use a consistent notes template and a few representative examples.
    Human check
    Check names and dates; leave unclear owners or deadlines unassigned.
  3. Prepare first

    Proposal preparation

    Assemble a first draft from an agreed brief and approved proposal sections.

    Why this priority
    Reusable material could help, but each project has different scope and commitments.
    Information needed
    Organise approved sections and define who confirms scope and pricing.
    Human check
    The project owner checks scope, fees and delivery commitments.
  4. Defer

    Monthly reporting

    Prepare a narrative summary after the source records and calculations are reliable.

    Why this priority
    The fictional business keeps inconsistent records, so a polished summary could hide mistakes.
    Information needed
    Standardise records and reporting definitions before considering AI.
    Human check
    Reconcile figures to the source and check every explanation.

Three recommended actions

A short list that the business can act on.

  1. Pilot enquiry drafts with approval

    Start with common service questions and a small set of approved facts. Unclear requests go to a person. Compare total handling time and answer quality with the current process.

    See the example workflow

  2. Try a repeatable notes routine

    Use written notes to prepare an action list. Ask the meeting owner to verify each item against the source. Keep the routine only if checking and correcting it is worthwhile.

  3. Prepare the sources for later work

    Organise proposal templates and reporting records. Assign owners to keep them current. Reassess these opportunities once the information and approval steps are consistent.

An example 90-day action plan

The AI Opportunity Map programme takes one week. The plan below illustrates possible follow-on work over 90 days; carrying out that work is scoped separately.

  1. Days 1–14

    Set the starting point

    Choose an owner, organise approved answers and record how the current enquiry process works. Agree what a correct reply must include.

  2. Days 15–30

    Test a narrow pilot

    Try representative past enquiries, including incomplete and unusual requests. Compare drafts with the team’s expected answers. Keep every reply under human review.

  3. Days 31–60

    Use it and check it

    If the tests meet the agreed checks, use the workflow on a limited set of enquiries. Record corrections, review time and cases that need a person to take over.

  4. Days 61–90

    Decide what comes next

    Compare the pilot with the starting point. Keep, revise or stop it based on the evidence. Consider the notes trial only when someone can own and review it.

Apply it to your business

How to choose your first AI opportunity

Start with a task you can describe clearly: what arrives, what someone does and what a good result looks like. A frequent task is a candidate, but it also needs usable information and a practical way to check the output.

Choose a manageable task
Look for repeated work with a clear owner. Begin where errors can be caught before affecting a customer or an important decision.
Check the information
Identify the source material, whether it is current and whether it is appropriate to use in the chosen tool. Resolve missing or conflicting facts first.
Consider a simpler solution
A better template, form or ordinary automation may solve the problem. Use AI when interpreting or drafting information is a useful part of the task.
Agree the review step
Name the person who checks the result and define when the task should pass back to them. Include incomplete, ambiguous and out-of-scope examples in testing.

Measure the whole job

Before the trial, record time spent handling and checking comparable tasks. During it, record that same total time, corrections, outputs accepted without changes and requests that need manual handling.

Include tool costs and upkeep. Decide whether the process is useful from this evidence, rather than from the speed of the first draft alone. A pilot can be revised or stopped if it does not improve the work.

Where could AI fit in your work?

Bring the recurring tasks, questions and tools you already have. We can discuss a useful starting point.

Discuss your opportunities Explore the programmes