Planning, Scoping, and Selling AI Automation Projects

Core Principle: A robust planning and scoping framework is essential for successful AI automation projects, significantly impacting quality, client satisfaction, and conversion rates. Avoid jumping directly into development; prioritize upfront planning.

Four-Step Framework:

Project Scoping:
- Focus on achieving clarity regarding the client's specific problem or need, objectives, requirements, and key metrics.
- Prioritize understanding the underlying business problem rather than just the client's proposed solution. For example, a client may ask for a voice agent for leads but their real problem could be conversion rates.
- Identify the desired outcome from the automation. Use this to reverse-engineer the necessary steps.
- Define clear triggers and input data requirements for the automation. What data will you have access to?
- Determine necessary software integrations and their associated costs.
- Gather necessary information efficiently, avoiding excessive detail. Aim to get all key info in first 2 meetings and send the proposal quickly, improving conversion.
- Align expectations with the client by clearly defining the desired outcome.
System Design:
- Design or establish the process before attempting automation. Automation often requires creating a well-defined process from a messy existing workflow.
- Create a detailed system design including data flow and dependencies.
- Utilize diagramming software (e.g., FigJam, Whimsical, draw.io) to visualize the system, dependencies, and data flow.
- Develop a roadmap and proposal based on the system design.
Development:
- Break large projects into smaller, manageable phases or sub-projects. Adopt a Minimum Viable Product (MVP) approach, focusing on delivering value quickly.
- Develop and test the automation system incrementally, step by step. Ensure each module functions correctly before proceeding.
- Implement robust error handling to manage unexpected issues.
- Avoid over-optimizing too early. Focus on delivering a working solution and iterate later.
Deployment & Optimization:
- Deploy the automation and gather real-world usage data and client feedback.
- Iterate and improve the system based on feedback and observations.
- Maintain open communication with the client to understand their evolving needs.
- Limit client requests to a reasonable frequency (e.g., once per week) to avoid overwhelming the development process. Use tools like Slack for effective communication.

Key Considerations for Sales & Pricing:

Speed to Proposal: Minimize the time between the initial client call and sending the proposal to maximize conversion rates.
Subscription-Based Pricing: Offer subscription-based pricing for greater flexibility and to accommodate evolving project needs. Avoid fixed-price project-based pricing, which can become rigid and difficult to manage when requirements change.

Mindset:

Embrace a "just jump in and try it" attitude, even if you don't have all the answers upfront. Practical experience is invaluable for learning and refining your approach.
Think MVP - get something useful delivered and iterate.