We 10X the ROI of your existing AI spend. The ChatGPT, Claude, Copilot or Gemini seats your company already bought can carry far more of the work.

Picture every account manager starting Friday with the client-status update already prepared: what shipped, what is at risk, what the client needs to decide. Picture the finance lead walking into Monday’s meeting with the weekly receivables summary drafted, exceptions flagged and owners named. That is 10X the AI you already pay for: the same subscription, working for every person in a role.

Sporadic use is a planning gap.

You know the pattern. A few colleagues get remarkable results and can’t quite explain how. Others tried it, got a polished draft that needed rewriting, and went back to the old way. Use comes in bursts around deadlines. Nobody can say which piece of work it changed.

What the subscription lacks is a defined piece of work: what goes in, what good looks like, who checks it and who owns it. Everyone has the AI. One person gets the result. Take the result that one person gets and make it the role’s.

Eight steps on one page.

This is AI capability planning at its smallest useful size: one piece of work, landed on one role, proven before it spreads.

  1. Pick one piece of work that matters.Recurring, owned, with a result someone already checks. Weekly beats yearly. Work that crosses two teams beats work that stays inside one.
  2. Define its inputs.Name each file, export or note the work needs, where it comes from and what happens when it is missing.
  3. Write the job aid.Six or seven lines a colleague could follow: the steps, the rules that change the next step and the exact shape of the output.
  4. Set the review.Decide who checks the output, against what, and which decisions stay with a person.
  5. Name the pilot owner.One person who runs it on real work, collects what goes wrong and approves changes.
  6. Prove it on real work.Run it on this month’s actual inputs, awkward cases included, and have the reviewer judge every output.
  7. Roll it out to the role.Show everyone in the role how to start it, what to supply and how to review what comes back.
  8. Repeat.Pick the next piece of work. Each one makes the next faster to define.

The job aid carries the most weight. A prompt gets one person one answer. A job aid written for a role becomes a capability the whole team runs. A prompt, a capability template and a capability shows the difference on a single task.

A first workflow sheet, filled in.

Here is the sheet completed for an invented 45-person property-management company. Its controller wants the receivables picture ready before Monday’s operations meeting, built from the exports the team already pulls.

Illustrative example with invented data. A first workflow sheet for an invented property-management company.

First workflow sheet · Weekly receivables summary

The work
Prepare the weekly receivables summary for Monday’s operations meeting.
The outcome
The controller walks into the meeting knowing which balances need action and who owns each one.
Roles
The billing coordinator starts it and supplies the inputs. The controller reviews and decides. The operations lead acts on tenant and property issues.
Inputs
The aging report, exported from the accounting system on Friday: if it is missing or older, stop and ask the coordinator. The week’s receipts log, from the coordinator. The dispute log, kept by the controller: if it is missing, say so at the top of the summary. Last week’s summary: if there is none, skip the carry-forward and say so.
Job aid
  1. Confirm the aging report is dated the most recent Friday. If not, stop and ask the coordinator for a new export.
  2. Propose a match for each receipt by invoice number. Where the number is missing or the amount differs, list the receipt as unmatched.
  3. List balances over [the controller’s threshold] that are more than [number] days overdue.
  4. Carry forward last week’s open items and mark each resolved, unchanged or worse.
  5. Flag any balance in the dispute log, with its note and owner.
  6. Show the recorded owner beside every item. Where none is recorded, write “Owner needed”.
  7. Return four sections: action needed, disputes, unmatched receipts, carried forward.
Review step
The controller checks every flagged item against the aging report and assigns or confirms each owner before the meeting. Posting payments and contacting tenants stay separate actions, taken by the coordinator after review.
Pilot owner
The controller, for four weekly runs on real exports.
Measured by the team
Time the coordinator spends assembling the summary, corrections the controller makes at review, and whether the summary is ready by Monday 9:00. The team records each for two weeks before the pilot and through the four pilot weeks.

The sheet sets what to compare. The pilot supplies the answers, recorded by the team itself.

Every line is specific enough for the controller to argue with before the first run. The two thresholds in step 3 are still in brackets: they are the controller’s to set, and the sheet shows the gap. The work crosses billing, finance and operations, and each role can see its part.

Your sheet.

Copy this and fill it in for your own team. A line that is hard to fill is the next conversation to have with the person who does the work.

FIRST WORKFLOW SHEET

The work:     ______________________________________
The outcome:  ______________________________________
Roles:        Starts it: ___________________________
              Reviews: _____________________________
              Decides: _____________________________
Inputs:       ______________________________________
              (each: where it comes from, what to do
              if it is missing)
Job aid:      1. ___________________________________
              2. ___________________________________
              3. ___________________________________
              4. ___________________________________
              5. ___________________________________
              6. ___________________________________
              7. ___________________________________
Review step:  Who checks, against what: ____________
              Stays with a person: _________________
Pilot owner:  ___________  Real runs: ______________
Measured by the team, before and after:
              ______________________________________

Then do it again.

The first workflow takes the longest. The second reuses the sheet, the review and the habit of naming a pilot owner. By the third, the team is proposing work for the list. Keeping that list running, with each capability owned, tested and kept current as the work changes, is AI capability management. It starts with one sheet.

10X is the ambition to hold every sheet to. At each review, ask how much more the role can now do, and what it would take to do ten times as much. Plan the next stretch of work with The first 90 days of an AI adoption plan. When the work you picked needs more than your platform does as it comes, read how to choose between your current AI platform, specialist software or a built capability. For a starting version of the work you chose, browse the capability templates.

Fully Powered works across ChatGPT, Claude, Copilot and Gemini, at your pace and with your people. Your organization keeps control of how the work gets done.

Bring the work you picked, or the seats you want to put to work.

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