01 · The situation
Start with the actual process.
A client requests more attendees and a different schedule. Sales updates the proposal while operations retains the first version. Some changes are agreed and others remain pending.
02 · What I would analyse
Information, responsibilities and decisions.
- Proposal creation, storage and identification of the current version.
- Channels for changes and who may approve them.
- What the client has accepted and what needs validation.
- Information needed by operations, suppliers and administration.
03 · What I would design
A functional basis for implementation.
A current reference, version history and statuses; approval rules; change handovers and receipt confirmation; permissions and exception handling. The deliverables include a process map, fields, roles, tests and acceptance criteria.
Record a requested change without treating it as approved. Check capacity, resources and terms with their owners, obtain required confirmations, then publish the approved version and verify the handover.
04 · Where AI could help
Support grounded in verified information.
AI could propose version comparisons or draft a change summary linked to source documents. People verify it. AI should not interpret ambiguous messages as acceptance, approve prices or promise availability.
05 · How to validate value
Measure the improvement before expanding it.
Review unconfirmed changes, mismatches between documents and preparation, clarification requests and handover time in events of comparable complexity.
I am Tamara González Molina, a Strategic Generative AI Consultant and Functional AI Solutions Architect. I do not sell tools or develop software. I start by understanding the business.
Explore the strategic AI assessment or how I work and what you receive.