Workshop 2 – Priorities and business case
Workshop 2 – Priorities and business case
Time: 25 minutes Where: Excel AI_ROI_calculator.xlsx + this workbook Output: prioritised use cases, a business case for the top 1, a 90-day plan
Step 1 – Fit test (5 min)
In Excel, sheet Use cases, enter 5 use cases from W1 and score six questions 0 = no, 1 = partly, 2 = yes:
| # | Question |
|---|---|
| Q1 | Volume: does it repeat often and take a lot of time? |
| Q2 | Text and data: is it work with text, documents, data, searching? |
| Q3 | Data: is the data available, current and trustworthy? |
| Q4 | Error tolerance: is an error easy to spot and not fatal? |
| Q5 | Baseline: can we measure today’s state? |
| Q6 | Owner: does the process have an owner who wants change? |
Score 9–12 = candidate · 6–8 = rework or wait · 0–5 = not now.
Step 2 – Value × feasibility matrix (5 min)
Add value 1–5 (time, money, quality, revenue, risk) and feasibility 1–5 (data, ready tool, low risk, people’s willingness). Excel assigns the quadrant. Write the use cases here too:
| lower feasibility | higher feasibility | |
|---|---|---|
| higher value | Strategic bets – plan: | Quick wins – start now: |
| lower value | Avoid – not now: | Fill-ins – if capacity allows: |
Step 3 – Business case for the top 1 (10 min)
Sheet ROI: fill in the yellow cells. If unsure, look at the sheet Example – tenders.
Copilot in Excel: Explain which inputs in this sheet most affect the net benefit, and suggest a realistic range for time saved on the use case [name]. Flag assumptions that look too optimistic.
Adoption 100 % and realisation factor 100 %. It’s never like that. And: time saved ≠ money saved – write where the freed-up time will go.
| My top 1 use case | |
|---|---|
| Annual benefits (€) | |
| Year-1 costs (€) | |
| Net benefit (€) / payback (months) | |
| We will use the freed-up time for… | |
| Weakest assumption |
Step 4 – My AI roadmap (5 min)
Fill in My AI roadmap (below and in the workbook).
My AI roadmap
A one-page AI strategy draft for my department.
| Department / branch | |
| Ambition – what we want to achieve with AI by end of 2027 (one measurable sentence) | |
| Top 3 use cases (from the matrix) | 1. 2. 3. |
| Tools – use / configure / delegate / build | |
| Data that needs cleaning up | |
| Risks and controls (ladder, data, GDPR, AI Act) | |
| KPI and baseline – what we measure before starting | |
| Champion in the team |
The next 90 days
| When | Step | Who | Done when… |
|---|---|---|---|
| within 30 days | |||
| within 60 days | |||
| within 90 days |