AI Structure Review

Find out exactly where your business stands.

25 questions across 5 structural pillars. Scored, interpreted, and delivered as a personalised executive report — instantly on completion. No follow-up call. No waiting.

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8 to 12 minutes

25 questions

5 pillars

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Pillar 1 of 5

Documents & Data Structure

Assessing whether the fuel for AI is organised or chaotic.

Where is your core business documentation currently held?

AScattered across individual hard drives, email threads, and various apps. BMostly in a central cloud platform such as SharePoint or Google Drive, but folder structures are inconsistent. CA single, organised source of truth with a clear and enforced naming convention.

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How consistent is the formatting of your internal records?

AHigh variability — many scans, handwritten notes, or non-searchable PDFs. BPredominantly digital and text-based, but lacking standardised templates. CUniform templates used across the board; data is structured and easily searchable.

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How do you identify which documents contain sensitive or private data?

AWe rely on staff memory and manual checking. BWe have basic confidential folders, but no automated or rigorous tagging. CClear data classification levels — Public, Internal, and Restricted — are applied to all files.

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How do you ensure the latest version of a document is the one being used?

AWe frequently encounter Final_v2_edit naming issues and duplicate files. BWe use cloud version history, but staff often work from older offline copies. CStrict versioning protocols are in place; the live document is always the single source.

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How often do you purge redundant, obsolete, or trivial data?

ARarely — we keep everything just in case. BOccasional manual cleanups when storage runs low. CScheduled data retention and deletion policies are strictly followed.

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Pillar 2 of 5

Processes & SOPs

Determining if workflows are repeatable enough for AI to assist.

Are your core business processes mapped out visually?

ANo — processes live in the heads of key staff members. BWe have written descriptions, but no formal flowcharts or step-by-step maps. CAll core workflows are visually mapped and regularly updated.

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How easy is it for a new hire to find the how-to guide for a specific task?

AThey usually have to ask someone — documentation is hard to find. BMost tasks are documented in a handbook, but it is rarely opened. CSOPs are integrated into our project management tools and used daily.

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Do you know exactly where a project stalls in your current workflow?

AIt feels like a mystery — things just take as long as they take. BWe have a general idea, but no data to confirm where the lag is. CWe track throughput and can pinpoint specific structural bottlenecks.

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How does information move between teams — for example from Sales to Operations?

AInformal emails, Slack messages, or verbal updates. BStandardised email templates or basic task assignments. CAutomated triggers or structured data transfers between systems.

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Q10

How often are your standard operating procedures reviewed for efficiency?

AOnly when something goes seriously wrong. BOnce a year or during a quiet period. CWe have a continuous improvement loop — SOPs are living documents.

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Pillar 3 of 5

Knowledge & Decision Flow

Evaluating how the business thinks and makes choices.

Q11

What happens to knowledge when a key employee leaves the business?

AA significant amount of expertise and know-how leaves with them. BThey leave some notes behind, but the nuance of their role is lost. CKnowledge is captured systematically so the role functions regardless of the individual.

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Q12

What informs your weekly strategic decisions?

AIntuition, gut feel, and recent experiences. BA mix of intuition and some basic monthly reports. CReal-time data dashboards and structured internal evidence.

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Q13

How are the results of internal meetings captured and utilised?

APersonal notes only — rarely shared or tracked beyond the meeting. BMinutes are taken and emailed, but action items often get buried. CDecisions and actions are logged in a central database linked to specific projects.

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Q14

How often do teams repeat work because they did not know it was already done?

AFrequently — communication between departments is low. BOccasionally — we try to share information but things slip through. CRarely — our central knowledge base makes work in progress visible to all.

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Q15

How do staff find answers to "how do we handle this?" questions?

ABy interrupting a manager or colleague. BBy searching through old emails or a messy shared drive. CBy querying a structured internal knowledge base or wiki.

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Pillar 4 of 5

People & AI Usage

Measuring current Shadow AI risk and human readiness.

Q16

How is your team currently using AI tools such as ChatGPT or Claude?

AIt is the wild west — everyone does their own thing with no oversight. BSome use it for drafting emails or generating ideas, but it is not an official tool. CWe have specific approved use cases and everyone knows what is allowed.

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Q17

How would you rate your team's understanding of AI capabilities and risks?

AVery low — mostly based on news headlines or general anxiety. BModerate — they use the tools but do not understand the risks or bias. CHigh — they understand prompting, hallucination risks, and data privacy implications.

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Q18

What formal AI training has your staff received?

ANone. BWe shared a few YouTube videos or a tips document. CStructured training on responsible usage and company-specific AI goals.

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Q19

Have you identified which roles in your business will be most impacted by AI?

ANo — we have not looked at it yet. BWe have a vague idea, for example that marketing will change. CWe have performed a task audit to identify where AI can genuinely add value.

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Q20

How does your team feel about AI implementation?

AFearful or resistant — they worry about job security. BIndifferent or slightly confused about what it means for them. CCurious and engaged — they see AI as a tool to remove lower-value work.

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Pillar 5 of 5

Risk, Governance & Trust

Assessing the safety net protecting the brand and the business.

Q21

Do you have a written acceptable use policy for AI?

ANo. BIt is a small paragraph within our general IT policy. CA dedicated, comprehensive AI policy that is signed by all staff.

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Q22

Do you disclose to clients when AI has been used in their deliverables?

ANo — we do not have a stance on this yet. BOnly if they ask us directly. CWe have a clear transparency statement in our contracts and terms of service.

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Q23

Do you know where your data goes when your staff types it into an AI tool?

ANo idea. BWe think it stays in the UK or EU but have not verified the AI settings. CWe use enterprise-grade AI instances where data is not used for model training.

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Q24

Who is responsible for fact-checking AI-generated output before it is used?

AIt is assumed the person using the tool checks it themselves. BWe tell people to check it, but there is no formal human-in-the-loop process. CStrict human-in-the-loop protocols are required before any AI output is used.

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Q25

Have you discussed the ethical implications of AI for your specific industry?

ANo — that feels like a problem for larger organisations. BWe have mentioned it in passing but have not formalised anything. CWe have a clear set of AI ethics principles that guide our adoption decisions.

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