Templates and Resources

Champions Group Charter — [Your Organisation]

Purpose
Test AI tools and use cases in the context of our business, evaluate what works, and make recommendations for broader rollout.

Members
- Driver: [Name, Role]
- Champion: [Name, Role / Department]
- Champion: [Name, Role / Department]
- Champion: [Name, Role / Department]
- Champion: [Name, Role / Department]

Responsibilities
- Test use cases in your own workflows each month
- Compare tools against agreed criteria
- Log wins and learnings in the Opportunity Tracker
- Attend monthly huddles and share progress
- Flag risks, limitations, and governance gaps
- Help onboard the broader team when scaling

Meeting rhythm
- Monthly huddle: [Day, Time] — 30 to 45 minutes
- Async channel: [Teams/Slack channel name]
- Quarterly reset: [Month] — governance review and tool evaluation

Decision rights
- Champions recommend. Leadership approves.
- Tool trials under [dollar amount] can be approved by the Driver.
- Tool trials above [dollar amount] require leadership sign-off.

Review date
This charter will be reviewed every [3/6] months.

Operating Rhythm Planner — [Your Organisation]

Weekly
- Quick check: did each Champion start at least one task in AI? (Yes/No)
- Driver posts a prompt in the async channel

Fortnightly
- Show-and-tell: one Champion screen-shares a real workflow (30 mins)
- Open to Champions group only in the first 4 weeks, then broader team

Monthly
- Champion Huddle: wins, blockers, new use cases (30–45 mins)
- Update the Opportunity Tracker
- Count recurring AI workflows (your leading indicator)

Quarterly
- Run the confidence pulse survey (1–5 score)
- Re-place the team on the maturity scale
- Review governance: retire what is not working, evaluate new tools
- Run the "what if" refresh: what would you build if AI did 80%?

Key dates
- Week 1: [Date] — Champions kickoff
- Week 4: [Date] — First showcase to broader team
- Week 6: [Date] — First sentiment pulse survey
- Week 12: [Date] — Second sentiment pulse survey and quarterly reset

Opportunity Tracker — Column Structure

1. Use Case — What is the task or workflow?
2. Tool — Which AI tool was used?
3. Team / Department — Who tested it?
4. Owner — Who is the Champion responsible?
5. Size — Small (saves minutes), Medium (saves hours), Large (changes a workflow)
6. Status — Testing / Working / Scaled / Retired
7. Outcome — What happened? Time saved, quality improved, or new capability?
8. Notes — Anything else worth capturing (limitations, risks, next steps)

Instructions
- Add a new row for every use case tested, even if it did not work
- Update the status column monthly
- The Driver reviews this tracker before every Champion Huddle
- Use this as the basis for quarterly scaling decisions

Tool Evaluation Scorecard — [Tool Name]

Evaluation criteria (rate each 1–5)

1. Research and analysis
   How well does the tool handle research tasks, summarisation, and data analysis?
   Score: [ ] / 5

2. Content creation
   How well does the tool draft, edit, and format written content?
   Score: [ ] / 5

3. Workflow integration
   How easily does the tool fit into existing tools and processes?
   Score: [ ] / 5

4. Enterprise security
   Does the tool meet your data handling and compliance requirements?
   Score: [ ] / 5

5. Ease of use
   How quickly can a non-technical team member get productive?
   Score: [ ] / 5

Total score: [ ] / 25

Strengths:
Limitations:
Recommendation (keep / trial further / retire):
Evaluated by: [Name]
Date: [Date]

90-Day AI Rollout Plan — [Your Organisation]

Month 1: Foundation
- [ ] Finalise Champions group (Driver + 3–5 Champions)
- [ ] Share the Champions Charter with all members
- [ ] Set up async channel in Teams or Slack
- [ ] Run first Champion Huddle
- [ ] Each Champion identifies one use case to test
- [ ] Run sentiment pulse survey (baseline)

Month 2: Momentum
- [ ] Run first showcase for broader team
- [ ] Update Opportunity Tracker with all use cases tested
- [ ] Complete tool evaluation scorecards for primary tools
- [ ] Each Champion tests a second use case
- [ ] Driver reviews and updates governance if needed

Month 3: Scale
- [ ] Run second sentiment pulse survey
- [ ] Place team on maturity scale
- [ ] Run the adoption health analysis prompt
- [ ] Make scaling decisions: which use cases roll out to broader team?
- [ ] Quarterly reset: review governance, tools, and rhythm
- [ ] Present adoption health update to leadership

Success measures
- Number of recurring AI workflows: [target]
- Confidence pulse average: [target]
- Use cases in Opportunity Tracker: [target]
- Team members actively using AI weekly: [target]

You are an AI adoption health analyst for a programme lead. I have uploaded my team's adoption data from three sources: our sentiment pulse survey results, AI platform usage data, and AI win/opportunity tracking.

Analyse this data and produce a one-page leadership update covering four dimensions:

Confidence and Skill — Rate as Strong, Developing, or Needs Attention.
Impact and Habit — Rate as Strong, Developing, or Needs Attention.
Culture — Rate as Strong, Developing, or Needs Attention.
Business Outcomes — Rate as Strong, Developing, or Needs Attention.

Then provide:
- Overall maturity placement: Curious, Exploring, Embedded, or Integral
- Overall health summary in one sentence
- Top three wins this period with evidence
- Top five AI use cases ranked by frequency or impact
- Top risk that leadership needs to be aware of
- One recommendation that requires senior support or a decision

Rules: plain language, no jargon, one page maximum, evidence-based only.