📋 How to Use This Template

Complete each section thoughtfully. Use the "Save as PDF" button to save your completed plan. This document will be your guide for Session 4 and your pilot implementation.

Section 1: Homework Review & Reflection

Reflect on your prompt testing from Session 2

Your Strongest Prompt from Session 2 Testing Copy the exact prompt that performed best during your testing

Testing Results Summary

Most successful scenario

Biggest challenge encountered

One thing you'd change

Key insight from colleague feedback

Does your prompt need revision?

Yes No

If yes, what needs to change?

Section 2: Use Case Definition

Clearly articulate the problem you're solving and measurable impact

Your Chosen Use Case (one clear sentence)

Current "Before" State

Desired "After" State

Expected Impact

Time savings (be specific)

Quality improvements

Capacity gains

Cost implications

Success Criteria (measurable goals)

Section 3: Tool & Technology Selection

Choose the right AI tool and determine technical requirements

Selected AI Tool

Estimated Cost per Month

Why this tool?

Tool Access Requirements

Does your organization already have access?

Yes No Unsure

Who needs accounts?

What's the approval process?

Integration Needs

Will this tool work standalone or integrate with other systems?

Who handles integration?

Data & Security Considerations

What type of data will be processed?

Security settings and protocols

Section 4: 30-Day Pilot Project Design

Create a focused, manageable test that proves value

Pilot Scope

Who will participate?

How many instances/uses?

What will you NOT include? (Set boundaries)

What does success look like?

Weekly Timeline

Week 1 Goal

Week 2 Goal

Week 3 Goal

Week 4 Goal

Risk Assessment

Biggest potential problem

How you'll prevent it

Backup plan if it happens

Who to contact for help

Success Measurement

Quantitative Metrics

Time savings tracking

Output volume

Quality scores

Cost savings

Qualitative Metrics

User satisfaction - How will you collect feedback?

Ease of use - What questions will you ask?

Data Collection Schedule

Daily

Weekly

End of pilot

Section 5: Stakeholder Planning

Identify everyone who needs to be informed, involved, or could influence success

Key Stakeholders

Who needs to approve this?

Who will be the main users?

Who might have concerns?

Who could be a champion?

Communication Strategy

Key message for leadership (focus on ROI, efficiency, strategic value)

Key message for end users (focus on benefits to them)

How you'll address concerns

Timeline for stakeholder conversations

Training Needs

Who needs training on what?

How will you provide training?

What support will you need?

Section 6: Budget & Resources

Demonstrate financial viability and identify all resource requirements

Estimated Costs

AI tool subscription (per month)

Training time

Setup/integration (if applicable)

Total monthly cost

Expected ROI

Time saved per week

Value of that time

Quality improvements (quantify if possible)

Break-even timeline

💡 ROI Example

Cost: $100/month = $1,200/year | Savings: 15 hrs/week × $30/hr × 52 weeks = $23,400/year | ROI: 1,850% | Break-even: Month 1

Resource Requirements

Staff time for setup

Ongoing maintenance

Support needed from IT

Support needed from leadership

Section 7: Action Items & Next Steps

Prepare for Session 4 and pilot implementation

Draft Launch Plan Summary (for Session 4)

Use case (one sentence)

Tool(s) selected

Primary prompt(s)

Goal

Timeline

Success metrics

Anticipated challenge(s)

Key stakeholders to involve

Questions for Session 4

Action Items Before Session 4

Have conversation with direct supervisor about your pilot plan

Check with IT about tool access/approval if needed

Identify one colleague who could test your process

Refine your prompts based on today's feedback

Optional: Notes from preliminary conversations

✓ Completion Checklist

Ensure you've completed all components

Section 1: Documented your best prompt and testing results

Section 2: Clearly defined your use case with before/after states

Section 3: Selected tool and addressed technical requirements

Section 4: Designed complete 30-day pilot with weekly goals

Section 5: Identified all stakeholders and communication strategy

Section 6: Calculated costs and ROI

Section 7: Completed homework assignments for Session 4

🎯 Success Tip

Great AI implementations start small and scale up. Better to succeed with a narrow pilot than fail with an ambitious rollout. Focus on one specific use case, get it working well, then expand from there. Your goal is to prove the concept works for your organization before scaling.

AI Launch Plan Template