Rollout Playbook

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1. Strategic preparation

• Define objectives: Decide which improvements you want to achieve with AI (e.g., more efficient processes, better collaboration, automation of routine tasks).
• Assign responsibilities: Appoint a central AI Owner or team to coordinate the rollout and serve as the main contact.
• Governance & compliance: Create internal guidelines, ensure data protection, and involve stakeholders (e.g., data protection officers) early.
• Technical foundation: Review existing IT infrastructure, set up SSO, and integrate nuwacom with your current systems.

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2. Onboarding & first use cases

• Kickoff session: Begin with an interactive workshop, introduce the platform, and show relevant use cases.
• Prompt and assistant library: Pre-fill the platform with practical examples for everyday work.
• Communication channels: Set up a shared Teams/Slack channel for quick exchange and support.
• Pilot groups: Select motivated users from different areas to act as multipliers.

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3. Enablement & community building

• Training & enablement: Offer practical trainings, mini-webinars, and self-learning materials. Use a train-the-trainer approach so power users can share knowledge internally.
• Use case library: Document and share successful use cases for cross-team learning.
• Regular deep dives: Explore topics like prompt engineering, assistant building, and use case development in short, interactive sessions.
• Feedback culture: Encourage open exchange, collect input, and continuously adapt content to user needs.

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4. Scaling & long-term adoption

• Onboard more users: Gradually expand beyond the pilot phase to additional teams.
• Expand use cases: Encourage teams to identify and implement their own cases (e.g., through workshops for idea generation and prioritization).
• Integrate more tools: Add systems and data sources step by step to increase platform value.
• Community events: Host hackathons, challenges, or AI days to maintain momentum and inspire innovation.

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5. Measuring success & continuous improvement

• Define KPIs: Track active users, created use cases, time savings, or satisfaction.
• Make success visible: Share best practices, celebrate milestones, and recognize engaged employees.
• Regular reviews: Assess processes, adjust strategy, and scale proven approaches.
• Risk management: Identify challenges early and develop contingency plans.

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6. Avoiding common pitfalls

• Don’t start with too many use cases at once—begin focused, test, then scale.
• Avoid overregulation—keep processes lean and flexible.
• Don’t neglect communication—regularly share progress, goals, and successes.

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7. Practical measures for sustainable adoption

• Onboarding toolkit: Provide checklists, guides, and sample workflows for a smooth start.
• Knowledge nuggets: Share short tips and tricks regularly.
• AI newsletter: Communicate updates, success stories, and new use cases company-wide.
• Reminders & motivation: Provide small impulses in everyday work, e.g., digital notes or challenges.

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Conclusion

1. Plan strategically and define responsibilities
2. Enable user-centered onboarding and early wins
3. Spread knowledge and enthusiasm across the organization
4. Scale, integrate, and continuously improve
5. Measure, share, and celebrate success