AI Adoption Blueprint

Few organisations start with an AI strategy. Some start with a dozen people on a dozen personal accounts, some on free plans, some paying for themselves, and the organisation's documents spread across all of them. Others already have licences assigned across several companies or properties, each with its own tools, rules and level of use. Either way, this session turns what is in place into one plan. The steering group works through the decisions in order: the AI tooling and licences, then the policy, then training and how people will be supported as they go. Where tooling is settled or training is well advanced, the time goes where the gaps are. Prep beforehand gathers what is in place, so the time in the room goes on decisions, and follow-up afterwards helps put those decisions in place.

Who it is for

A small steering group. Typically whoever owns the rollout, whoever signs off spending, IT or systems, and a head of department or two. In a group with several companies or properties, a representative from each of the main ones. The group is kept small so decisions are made in the room.

Learning objective

Make the decisions an AI rollout depends on, in one sitting, and leave with an adoption blueprint the organisation can act on, covering AI tooling and licences, the use policy, the training plan, ongoing support and a 90-day timeline, then put the first of those decisions in place with follow-up after the session.

• Arrive with the groundwork done, with current tools, accounts and any existing policy gathered before the session
• Take stock of the AI tools, accounts and licences already in use across the organisation, including the ones nobody approved
• Choose the AI tooling the organisation needs, or confirm what is already in place, from general assistants to the AI inside systems it already runs
• Pick plans that protect the organisation's data, and decide who receives a licence next, whether that is the first wave or an extension of an existing rollout
• Bring personal accounts and separately bought licences under the organisation's own, without losing work
• Draft an AI use policy your teams can follow, or tighten the one already in place, with the group doing the writing rather than having it handed down
• Decide who learns what, in which group and in which order, starting from where each team already is
• Set up or strengthen ongoing support, development and tracking, and leave with a dated 90-day plan
• Get follow-up after the session to finalise the policy, start the rollout and bring accounts across

1. 45 min

   Where You Stand

   An honest inventory before any decision: which AI tools are in use, across which companies or properties, on which accounts, plans and licences, what goes into them, and what has already been decided. From that, the group sets the emphasis for the rest of the session, so the time and scope of the later sections shift to where the gaps are.

   You leave with: A one-page picture of current use, and an agreed emphasis and timing for the rest of the session.

2. 55 min · flexible

   AI Tooling and Licences

   Choosing the tooling, or confirming what is already in place: general assistants, the AI built into systems the organisation already runs, and any specialist tools, with data protection as the deciding test. Choosing plans and deciding who receives a licence next, whether that is a first wave or an extension of an existing rollout. Bringing personal accounts and separately bought licences under the organisation's own, including what can be carried across, and setting up shared spaces so templates and working files stay with the organisation when people move on.

   You leave with: A tooling choice, a licence count and who receives licences next, and the steps to bring existing accounts and licences together.

3. 70 min · flexible

   Your AI Use Policy

   The group drafts the policy together, or tightens the one already in place, point by point: approved tools, what information may and may not be entered, review before anything reaches a guest, member or owner, where AI help is disclosed, and who owns the policy from here. Facilitated rather than handed down, so the result fits how the organisation actually works.

   You leave with: A one-page draft policy, or a revised one, ready for sign-off.

4. 70 min · flexible

   Training, Support and the First 90 Days

   Who learns what, in which group and in which order, from a first hands-on session for new licence holders to deeper work by department. The uses that matter for each role and the starter resources that go with them. How people get help and keep developing once training ends, what to track to show it is working, and a dated plan with owners.

   You leave with: A training plan by group, a support and tracking approach, and a 90-day rollout plan.

• An AI tooling and licensing plan

  Which tools, which plans, how many seats, who receives them next, and how existing accounts and licences are brought together.

• A draft AI use policy

  Drafted, or revised from the current one, by the steering group in the session, covering what may and may not go into AI, review before anything leaves the building, and who owns the policy. Ready for sign-off.

• A training plan by group

  Who learns what and in which order, with suggested uses for each role and starter resources to go with them.

• Ongoing support and a 90-day plan

  Who people turn to for help, how skills keep developing after the first training, what gets tracked to show it is working, and dated steps with owners.

• Follow-up to put the plan in place

  After the session: the draft policy finalised for sign-off, the rollout plan for the chosen tools, licence moves and account migration worked through with whoever owns them, and the learning resources shared with each group.

• Prep and follow-up are part of the module. Before the session, a short survey, the current tools and any existing policy, and a call with whoever owns the rollout. After it, follow-up to finalise the policy and start the rollout. Both scale to the organisation.
• Where You Stand sets the emphasis. The timings shown are a starting plan: time and scope move between tooling, policy and training to match what the organisation needs.
• Works for a single property starting on personal accounts, or a group with licences already spread across several companies; the inventory covers all of them.
• Where tooling and licences are settled, the time shifts to the use policy and the training plan.
• Where training is already well advanced, the plan moves on to deeper work by department.
• The policy is drafted around the organisation's own data, contracts and approval lines.