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Using AI to prepare an initial draft can save writing time. The overall saving also depends on how much correction, additional content and transfer between systems is needed afterwards. A decision about introduction should therefore compare the complete workload.
Describe the existing workflow
I start with the team responsible for the task and describe how it is done today. We identify the information needed, the steps that take time and who reviews the result. This helps us choose an application whose benefit we can test.
Consider preparing a proposal. AI could use earlier project descriptions to produce an initial draft. Staff check the scope, add current prices and approve the proposal. All these steps belong in the comparison with the existing approach.
Clarify data access and further editing
The application needs access to suitable earlier proposals and current information, subject to the relevant access rights. The team also needs to establish where the draft will be edited and who is responsible for reviewing its substance.
Without a system connection, staff may need to copy content or add missing details manually. That may be sufficient for occasional proposals. For frequent use, it is worth comparing the ongoing effort with the cost of integrating the systems.
Compare effort and quality
A prototype lets the team test the process on selected proposals. They record the time required for drafting, correction and approval, and check that all necessary services are described correctly. Comparison with the existing approach shows whether time is saved and whether the quality meets requirements.
The findings may support further development or reveal additional work. If source documents first need cleaning up, for example, that effort belongs in the plan.
Account for ongoing costs
After introduction, sources still need updating, access needs managing, and results need testing again after changes. The assessment therefore includes both software costs and the time the team needs to maintain the application.
In the proposal example, the time saved can then be compared with implementation and operating costs. This helps establish whether the application is worthwhile in its planned form.