Start with the bottleneck
Choose a recurring task, such as structuring enquiries or identifying missing information. Record frequency, handling time and typical errors. This baseline lets you assess whether the new workflow actually helps.
Define the limits
Specify which sources and systems may be used. A draft reply differs from a binding price or delivery commitment. Such decisions need agreed approvals and a traceable record of how the case was handled.
Test the pilot against real cases
Include incomplete enquiries, conflicting documents and technical failures. Measure time saved after review and rework. Black Darter® defines the process, business case and acceptance criteria; the technical delivery partner implements the agreed solution.
When an AI pilot is ready for everyday use
A convincing demonstration is not enough. A pilot needs a defined task and clear criteria for acceptance, rework and stopping.
- Input data
- Use representative, approved cases: complete enquiries, missing information and conflicting documents.
- Quality
- Assess critical errors, factual accuracy and completeness separately. Agree thresholds with the process owner.
- Business case
- Compare handling time including review and correction with the current workflow. Include licences, integration and support.
- Operation
- Assign an owner, logging, escalation and a manual fallback. Review changes before release.
A useful pilot may conclude that the process should first be simplified or that AI is unsuitable. Test results determine the next step.