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From first workshop to working system

Every Artifex engagement moves through the same four steps, whether we build the solution for you or teach your team to build it. Each step has a clear purpose, deliverables you keep and a short list of what we need from your side.

Step by step

The four steps
in detail

01

Discover & Align

Typical duration
Usually a few weeks
What happens

We start with conversations, not technology. We interview leadership and the people who do the work, review the goals and constraints behind the brief, and run a workshop to agree which outcomes matter and how they will be measured. When you need a costed plan with owners and budgets, this step grows into our AI Strategy & Roadmap engagement.

What you get
  • A shared brief covering goals, scope and constraints
  • Agreed success measures and how they will be tracked
  • A shortlist of workflows worth analysing in depth
  • Early flags on data, security and compliance
What we need from you
  • A sponsor who can make decisions
  • Time with leaders and frontline staff for interviews
  • Relevant strategy documents and past project notes
  • One contact to coordinate diaries
02

Analyse Workflows

Typical duration
Several weeks, depending on scope
What happens

We sit with the teams involved and follow each shortlisted process from start to finish, recording every step, handoff and system it touches. We measure time, volume and error rates to set a baseline, then rate each opportunity on value, feasibility and risk. This is the heart of our Workflow Audit, with Use-Case Scoring deciding what to tackle first.

What you get
  • Step-by-step maps of each process
  • A measured baseline for time, volume and errors
  • Ranked AI opportunities with the reasoning behind each score
  • A recommended first project, with build and teach options
What we need from you
  • Staff who can walk us through their daily work
  • Read access to sample data and documents
  • Input from IT on systems, access and constraints
  • Prompt feedback on draft findings
03

Build or Teach

Typical duration
From a few weeks to a few months
What happens

You choose how the first project is delivered. Our engineers can take it from prototype to a tested, integrated system through Custom AI Agents & Assistants or Automation & Systems Integration. Or we coach your people to build it themselves with Team Training and guided pilots, reviewing their work at every stage. The two can also be combined.

What you get
  • A working solution in use, or a team able to build one
  • Documentation, playbooks and prompt libraries
  • Guardrails for data handling and human review
  • A handover plan with named owners on your side
What we need from you
  • A product owner who knows the process well
  • Access to the systems and test data involved
  • Staff time for testing, feedback or training sessions
  • Sign-off from IT and security at agreed checkpoints
04

Measure & Scale

Typical duration
Ongoing, with regular reviews
What happens

Once the solution is in daily use, we track adoption and results against the baseline from step two and report them in plain terms. We remove whatever gets in people's way, refine what works and plan the next rollouts to other teams, sites and processes. For capability that stays in-house, our AI Enablement Programme sets up champions, governance and office hours.

What you get
  • Regular reports on adoption and results against the baseline
  • A prioritised list of improvements
  • A rollout plan for further teams and processes
  • Governance that keeps new use cases safe
What we need from you
  • Access to usage and outcome data
  • Honest feedback from the people using the solution
  • A standing review slot with your sponsor
  • Decisions on where to scale next

Step 03 · Build or Teach

Step 3,your way

By step three you know which workflow to change and what it has to deliver. What is left is deciding who builds it. Artifex can take the work off your hands or coach your people to do it themselves, and many teams combine the two: we build the first solution, then train the team to run and extend it.

BuildDone for you

We build it

Our engineers design, build and roll out the solution, then keep it running well while your team gets on with its day job. Most build projects draw on Custom AI Agents & Assistants and Automation & Systems Integration.

What happens

  • A short specification and a working prototype of the use case
  • Your people test the prototype on real cases first
  • We integrate, test and roll out in stages, with human review
  • After launch we monitor quality, usage and cost, and improve

Who does the work

  • Our engineers, led by one named delivery lead
  • From you: a product owner, a few users to test each release and access to the systems involved

What you keep

  • A working system running in an environment you approve
  • Documentation and runbooks your IT team can maintain
  • The choice of ongoing support from us or a clean handover

When it fits

  • You need results soon and have no spare engineering capacity
  • The work touches several systems or sensitive data
  • You would rather own the outcome than build an AI team
Start a Build Project
TeachDone with you

We teach you

We coach your people to build and run the solution themselves on the same use case, so the skills stay in-house once we step back. Most teach programmes combine Team Training with our AI Enablement Programme.

What happens

  • Role-based training on your own documents, tools and tasks
  • A guided pilot: your team builds, we review every stage
  • Internal champions are coached to support their colleagues
  • Playbooks and guardrails are agreed for the projects that follow

Who does the work

  • Your people, with our trainers and specialists alongside
  • From you: a pilot team with protected time each week and a sponsor who clears the way

What you keep

  • The skills, and a team that has delivered a real project
  • Playbooks, templates and a governance model you own
  • Office hours with our specialists while confidence grows

When it fits

  • You want AI to become part of how your teams work
  • You have people keen to learn and the time to let them
  • Many smaller use cases matter more than one large system
Plan a Training

FAQ

Questions wehear often

Straight answers to what teams usually ask before starting. If yours is not here, bring it to the first call and we will answer it there.

  • It depends on scope, so we agree the timeline in writing before any work starts. Discovery and workflow analysis usually take weeks rather than months. A first build or training pilot runs longer, from kick-off to something your team uses every day.

    Scaling up then moves at the pace your organisation can absorb, and you can pause or stop after any step.

  • Mostly four things, which is why we only quote once the first steps have defined them:

    • How many workflows, teams and sites are in scope
    • How many systems the solution has to connect to
    • How sensitive the data is and how much review it needs
    • Whether we build it, or train your people to build it

    Each step comes with its own proposal, so you see the cost of the next phase before you commit to it.

  • We agree data handling before anything is built: what we can access, where it is processed and who reviews the output. We work within your existing permissions and policies, use accounts you control where possible and only use AI services whose data terms your security team has approved.

    Every decision is documented for your compliance review.

  • Less than most people expect, but not none. Discovery needs short interviews with leaders and with the people who do the work. During a build, a product owner joins a regular check-in and a few users test each release.

    Teach programmes ask more: the pilot team needs protected time every week, which we plan with you up front.

  • We are vendor-neutral. We start from the software you already have, such as your office suite, CRM or ticketing system, and pick models from established providers based on the task, your data rules and running costs.

    Where the AI features in tools you already pay for do the job, we use those instead of adding something new.

  • You own what was built, along with the documentation to run it. Build clients can keep us on for monitoring and improvements or hand over to their own IT team. Teach clients keep the playbooks and can book office hours through our AI Enablement Programme.

    Either way, we review results against the baseline together, and you decide whether to scale, adjust or stop.

Let's Talk

Let's find where AI
fits your business

Contact Us

Tell us about the processes that slow your teams down. In a short call we outline where AI can help, what it takes to get there, and whether building or training is the better fit.