Is this a fractional AI lead for our business?

Yes, if you need someone to coordinate agreed AI priorities, staff questions, checks and monthly decisions. A fractional AI lead works with your managers and administrator, while your business retains authority over access, expenditure and consequential actions. We agree the responsibilities in writing so the role is clear and progress can be measured.

What's included in an AI managed service?

Our AI managed service covers the tools, workflows and support tasks named in your written scope. That can include workflow checks, in-scope fixes, prompt updates, staff help and monthly reporting. We identify what needs separate approval before work starts. A new build or wider rollout is a scoped decision rather than an assumed part of support.

Can you support tools or workflows already in place?

We can start by reviewing the setup, documentation, access and test evidence available for your existing work. We then agree what we can support and what needs attention first. If the workflow has no reliable sources or review process, those gaps need to be addressed before its outputs are treated as dependable.

Do we need to adopt every new AI feature?

No. We assess a relevant feature against a defined task, its data requirements and the effort of changing how staff work. The recommendation may be to ignore it or run a limited test. Your current workflow should not change simply because a feature is available; any change needs a reason and a check of the result.

Are there lock-in contracts, and what happens if support ends?

There are no lock-in contracts. Support is month to month, with a fixed fee agreed in writing before starting. You own everything we build and retain your accounts, files and documentation. We agree handover responsibilities and the status of open issues so your business knows what remains to manage when support ends.

Ongoing AI Support & Fractional AI Lead

Keep existing tools and workflows useful

Ongoing AI support covers the agreed tools, workflows and staff practices after initial setup. We check that the work still meets its tests, address issues within scope and help you decide what deserves attention next.

A prompt may need updating when a report template changes. A new employee may need training and appropriate access. A document used as evidence may have expired. We record those tasks and who is responsible for each one.

Who an ongoing AI partner is for

An ongoing AI partner suits an owner or manager who wants responsibility for AI work made explicit without assigning a full-time internal role. We work with Australian businesses of roughly 10 to 150 staff, especially professional and technical firms.

You may have a working pilot but no one tracking results, staff using different methods or new tools arriving faster than you can assess them. If the first priority is still unclear, an AI strategy review can establish the starting point before ongoing support is scoped.

A monthly report and agreed priorities

You receive a monthly report of results, issues, decisions and agreed next steps. The support scope identifies the tools and workflows covered, the people involved and which changes need separate approval.

A monthly results report comparing agreed measures with the starting position and target, with missing evidence identified.
A record of workflow checks, failures, fixes and issues still awaiting a decision.
Updates to in-scope prompts, instructions and tests when the underlying work changes.
Staff help on the agreed tools, plus a record of questions and any further training needed.
A review of relevant new tools or features, with a recommendation to adopt, test, defer or ignore.
A prioritised next-month plan naming the owner, required approval and expected measure for each proposed change.

How the monthly cycle works week by week

Support is ongoing and month to month, with a working cycle agreed around your reporting dates. The first month confirms the starting position and responsibilities. Later months use the same measures to show whether the work is improving.

01
Week 1: check results and choose prioritiesWe review usage, completed work, staff feedback and open issues. We agree what needs attention and who must approve any access, process or workflow changes.
02
Week 2: make agreed changesWe address in-scope issues, update prompts or instructions and help staff with recurring difficulties. We keep a record of what changed and why.
03
Week 3: repeat the checksWe test changed workflows against agreed examples, including known problems. Your reviewer confirms that outputs remain usable and that the change has not introduced another error.
04
Week 4: report and agree the next monthWe present results, remaining risks and recommendations. You decide what to continue, change or stop. Staff issues can be raised throughout the month through the support arrangements agreed in writing.

Measure completed tasks and review effort

Monthly AI reporting measures the work completed, the quality achieved and the total time required. We agree the measures for each task, then compare preparation, review and correction time with the starting position.

We calculate capacity freed from the change in time per item multiplied by actual volume, with estimates labelled. Hours freed are separate from cash savings. We also report recurring errors, missed checks and staff use. If evidence is incomplete, the report says what remains unknown rather than claiming a benefit.

How we manage data, security and AI governance

AI governance for small business means clear rules about permitted tools, information, reviewers and approvals. We keep those responsibilities documented for the agreed work and review them when staff, source documents or workflows change.

We work in your systems, usually Microsoft 365 and SharePoint, and use business-grade AI accounts that do not train on your data. We agree handling and processing locations before using confidential information, offer a confidentiality agreement (NDA) and delete working copies at the end. Your people approve permission changes, external communications and consequential decisions.

What we need from your business

We need a sponsor to set priorities, workflow owners to check outputs and an administrator for access decisions. Provide agreed usage records, approved examples and staff feedback.

Set aside time for a monthly decision meeting and nominate who can approve changes between meetings. Before starting, we agree who staff contact, what support covers and how urgent issues are handled.

How support starts and what takes longer

Support starts by documenting the existing tools, agreeing the scope and choosing measures. If a review is needed first, it takes about two weeks. New setup or a custom workflow build typically takes two to six weeks and is scoped separately. Ongoing care has no lock-in contracts.

Ongoing AI support with results you can check