Design enterprise AI adoption as a system (not a tool)
A practical, sequenced plan for leaders who need results beyond demos.
By Yoav Naveh
Many organizations are pursuing AI without a clear sequence for how it becomes operational.
They start with technology pilots, disconnected proofs of concept, or bold transformation statements and without a clear operating model for how AI becomes part of everyday work. The result is predictable: impressive demos, limited adoption, and little sustained impact.
AI adoption is not a tooling problem. It is a leadership and sequencing problem. What follows is a practical, step-by-step approach enterprises can use to move from experimentation to real results.
Step 0: Nominate a single accountable leader
(Yes, before you do anything else.)
AI is too big a lever to be treated as a side project.
Before selecting tools or launching pilots, organizations must name a clear executive owner with authority to cut across functions. Without this, AI efforts fragment into departmental experiments that never scale. This role does not require deep technical expertise but it does require mandate, urgency, and the ability to drive change.
Step 1: The Evolution Route - Make every employee AI-enabled
Start with people, not processes.
The fastest way to create AI value is to augment the workforce. Give every employee access to a general AI assistant (e.g., Copilot, Glean or ChatGPT). This establishes baseline literacy but it is only the beginning.
Next, ground these tools in your company's reality:
Level 1: Company context
Ground agents in internal knowledge such as sales decks, positioning, and policies.
Level 2: Live systems
Connect agents to systems of record (CRM, call recordings, ticketing tools), with clear permissioning and auditability.
Level 3: Role-specific agents
Deploy lightweight agents for common tasks like interview preparation, candidate review, sales meeting prep, follow-ups, and internal analysis.
Critically, usage must be trained and certified. Employees should demonstrate they know how to use these tools responsibly and effectively. The most advanced organizations allow employees to create new agents directly from their own workflows, turning AI into an “Iron Man suit” for knowledge work.
Who leads this: IT or Digital Workplace teams, with strong executive backing.
Step 2: Decide what AI (not humans) should run
Once people are augmented, turn to operations.
Many enterprise activities no longer need human-led execution. These are typically repetitive processes, even when they include judgment or variation. To prioritize where AI should take the lead, segment work into three categories:
- High-cost, high-volume tasks: These may justify point solutions. Call centers are the canonical example.
- Specialized, data-driven decisions: Areas requiring unique expertise or proprietary data such as underwriting or risk scoring may warrant custom models or specialized vendors.
- Everything else: Most operational work sits here: payments, payroll, accounts receivable, procure-to-pay, quote processing, compliance, customer onboarding, request in-take, source-of-funds reviews. These processes are too fragmented for point solutions and too dynamic for rigid automation.
For this third category, optimize for:
- Rapid learning of undocumented processes
- Robust exception handling (100% automation is a myth)
- Speed to production from limited examples
- Deep integration across the existing technology stack
Who leads this: Head of Shared Services, CIO, or COO.
Step 3: Increase the cadence of critical work
AI does not just automate but it changes tempo.
Many enterprise tasks run monthly or quarterly because humans cannot execute them more frequently. AI removes that constraint. Leaders should identify recurring tasks that could shift to weekly or daily execution, especially in areas like treasury, risk monitoring, compliance, and regulatory reporting.
This shift improves responsiveness and reduces risk not by working harder, but by working continuously.
Who leads this: CFO.
Step 4: Reimagine customer-facing processes
This is the most advanced step and there’s a reason it comes last.
Once AI is embedded in operations, organizations can rethink processes that frustrate customers. Instead of optimizing existing workflows, ask: How would a fast, highly capable employee do this if they had unlimited research capacity?
Take KYC as an example. Rather than manual document review, AI could incorporate public data, regional benchmarks, and contextual signals to reach decisions, maybe even before approaching the client, that humans could not feasibly research at scale.
This is where AI becomes transformational but only after foundational steps are in place.
The takeaway
Successful AI adoption is not about bold vision statements or isolated pilots. It is about sequencing: empowering employees, assigning accountability, choosing the right operational targets, and building confidence through visible results.
Enterprises that treat AI as a system instead of a tool will move faster, scale further, and avoid the trap of permanent experimentation.
