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AI Strategy Review

Quarterly review to audit what AI is doing for your business, what it isn't, and what to change next quarter. Work through each section — the gaps are the strategy.

Review date: [YYYY-MM-DD] Reviewer: [Name / Role] Period under review: [Q_ 20__]

1. Current State Audit​

What AI touches today​

Map every place AI currently operates in your business. Be exhaustive — include the intern using ChatGPT for email drafts.

FunctionTool / ModelTaskHours Saved / WeekQuality (1-10)Owner
[dept][tool][what it does][estimate][score][who manages it]
[dept][tool][what it does][estimate][score][who manages it]
[dept][tool][what it does][estimate][score][who manages it]

What AI should touch but doesn't​

FunctionTask Currently Done ManuallyHours Spent / WeekWhy Not Automated YetPriority
[dept][task][hours][blocker]High / Medium / Low
[dept][task][hours][blocker]High / Medium / Low

What AI touches but shouldn't​

Not everything benefits from automation. Where has AI created more problems than it solved?

  • [Task / tool that isn't working — why, and what to revert to]
  • [Task where human judgment is non-negotiable]

2. Cost and ROI​

Current AI spend​

Tool / ServiceMonthly CostAnnual CostPrimary UseSeats / Users
[tool]$[X]$[X][use][count]
[tool]$[X]$[X][use][count]
Total$[X]$[X]

ROI assessment​

InvestmentValue CreatedEvidenceVerdict
[tool/initiative][hours saved, revenue gained, errors prevented][data source]Keep / Scale / Cut
[tool/initiative][hours saved, revenue gained, errors prevented][data source]Keep / Scale / Cut

Net ROI this quarter: Positive / Negative / Unclear Confidence: High / Medium / Low — [why]

3. Capability Gap Analysis​

Skills matrix​

CapabilityCurrent LevelRequired LevelGapAction
Prompt engineeringNone / Basic / Intermediate / Advanced[target][size][training, hire, outsource]
AI tool selectionNone / Basic / Intermediate / Advanced[target][size][action]
Data preparationNone / Basic / Intermediate / Advanced[target][size][action]
Workflow automationNone / Basic / Intermediate / Advanced[target][size][action]
AI governanceNone / Basic / Intermediate / Advanced[target][size][action]

Data readiness​

  • Do we have clean, structured data for our highest-priority AI use case?
  • Is our data accessible (not locked in silos or legacy systems)?
  • Do we have a data governance policy (who owns what, retention, privacy)?
  • Are we collecting data we'll need in 6 months but don't use yet?

4. Risk and Governance​

Current controls​

  • Usage policy — Written policy on acceptable AI use exists and is distributed
  • Data privacy — No customer PII sent to AI tools without consent / anonymisation
  • Output review — Human reviews AI-generated content before it reaches customers
  • Vendor risk — AI vendor contracts reviewed for data usage, IP, and liability
  • Bias checks — AI outputs tested for systematic errors or discrimination
  • Incident log — Record of AI failures, near-misses, and customer complaints

Regulatory exposure​

Regulation / StandardApplies?Current ComplianceAction Required
Privacy Act / GDPRYes / NoCompliant / Gap[action]
Industry-specificYes / NoCompliant / Gap[action]
AI-specific (EU AI Act, etc.)Yes / NoCompliant / Gap[action]
Internal standardsYes / NoCompliant / Gap[action]

5. Competitive Position​

Where competitors use AI​

CompetitorKnown AI UsageAdvantage It Gives ThemOur Response
[name][what they do with AI][impact][match / leapfrog / ignore]
[name][what they do with AI][impact][match / leapfrog / ignore]

Displacement risk​

  • Which of our revenue streams could an AI-native competitor undercut?
  • Which customer-facing processes are slow enough that a competitor could win on speed?
  • What would a new entrant with zero legacy systems build differently?

6. Next Quarter Priorities​

Top 3 AI initiatives​

Rank by impact, not ease. Each initiative needs an owner, a deadline, and a measurable outcome.

#InitiativeOwnerDeadlineSuccess MetricBudget
1[highest impact][name][date][measurable outcome]$[X]
2[second][name][date][measurable outcome]$[X]
3[third][name][date][measurable outcome]$[X]

What to stop​

Priorities are about what you stop doing, not just what you start.

  • [Tool to cancel / initiative to kill — why]
  • [Process to revert to manual — why]

What to learn​

TopicWhoMethodBy When
[skill gap from section 3][person/team][course, workshop, hire][date]
[emerging capability][person/team][method][date]

7. Review Gate​

Before closing this review, verify:

  • Every AI tool in the business is listed in section 1 (including shadow IT)
  • ROI verdict is backed by evidence, not assumption
  • At least one "stop" item identified — if nothing to stop, look harder
  • Next quarter initiatives have owners and deadlines, not just descriptions
  • Governance controls checked against actual practice, not written policy
  • This review is saved where the next reviewer can find and build on it

Overall AI maturity assessment:

LevelDescriptionThis Quarter
1 — Ad hocIndividual tools, no coordination[ ]
2 — EmergingSome workflows automated, no strategy[ ]
3 — DefinedStrategy exists, initiatives tracked[ ]
4 — ManagedROI measured, governance in place[ ]
5 — OptimisedAI embedded in operations, compounding[ ]

Target level by next review: [1-5]

Context​

Questions​

Is your AI strategy driven by what's possible or by what's painful?

  • Which items in your "should touch but doesn't" list have been there for more than one quarter — and what does that reveal?
  • If you cut your AI budget by 50%, which tools would you keep — and does that match your stated priorities?
  • What data are you generating today that becomes a competitive moat in 12 months?