Coordinate AI use in the organisation
AI adoption needs someone to connect information from colleagues, agreed tasks and organisational decisions. This could be an internal AI ambassador or someone with another job title. What matters is an agreed mandate and capacity.
Separate coordination from decisions
| Work | What needs to be agreed |
|---|---|
| Direction and investment | Who approves the purpose, budget and conditions for continuing |
| Preparation | Who gathers information, maintains the inventory and coordinates feedback |
| Specialist questions | Who assesses data, security, contracts and legal questions where needed |
| Adoption | Who tests the process, prepares colleagues and follows up on problems |
| Review | Who documents benefits, open issues and a recommended next step |
The coordinator does not have to approve the budget or assess every specialist question alone. They need to know whom to ask and when a decision can be made. In a smaller organisation, responsibilities may be combined, but that arrangement must be clear.
What to agree at the start
- Scope: the teams, tools and use cases the person will coordinate.
- Authority: what they can decide and what needs approval.
- Capacity: the additional work and which existing tasks will adjust.
- Support: access to information, specialists, training and decision-makers.
- Records: where current material, tasks, decisions and open questions are kept.
- Review: when to assess results together and adjust the plan.
What the work can look like
The coordinator updates the AI inventory with colleagues, gathers questions about rules and prepares decision material. During a pilot, they follow up on tasks and collect results and problems. After a change is approved, they help with communication and team involvement.
People with the relevant authority approve rules. Specialists retain their responsibilities; the coordinator helps ensure their conclusions inform the work.
Signs that coordination is working
- People know where to find rules and ask for help.
- Important questions have an owner and a decision date.
- The inventory and supporting records match actual use.
- Pilot results cover benefits, costs and limitations.
- Approved changes have follow-up tasks and operational responsibility.