Choose one task people recognize
Begin with a piece of work your organization already understands. A broad request to “use AI everywhere” is difficult to scope because it leaves the purpose, sources, and success criteria undefined. A real task gives the conversation something concrete.
Describe who performs it, what they need to know, what they produce, and where the work becomes slow or uncertain. Include one example of a question that regularly sends people back to the owner, a specialist, or another department.
The example does not need to contain confidential records. You can describe the task and list the relevant document types first. Detailed information sharing can follow an agreed process once the intended scope is clearer.
List the sources and the gaps
Identify the material that should guide the task. Note which documents are approved, which are drafts, and which have competing versions. If a necessary rule exists only in someone’s head, record that as a gap.
Be specific about the kind of knowledge involved. A question about the offer may need brand and market context. A growth question may also require the business model, risk, and financial assumptions. An institutional procedure may require department-specific authority and a current source.
This helps choose the product foundation. Premium, Lite, Web3, and GovAi Republic are organized around different scopes and contexts. A source inventory gives the comparison a practical basis.
Identify the people who can review
A document-first engagement needs people who can explain and verify the organization’s material. Identify the reviewer for each important area and the person who can settle disagreements.
Review availability affects how the work can proceed. A complete document list is not enough if nobody can confirm whether it represents the current business or institution. Make the review responsibility visible at the beginning.
Ask for explicit deliverables and boundaries
Request a proposal that names the document scope, review approach, deployment, included automations, and ongoing responsibilities. Ask which milestones depend on your organization supplying or approving material.
Clarify external services, integration requirements, access, hosting, maintenance, and support. If a capability matters to the decision, it should appear in the agreed scope rather than remain an assumption based on a product description.