Frontier Assistant Seat Standardisation for Client Delivery (10-15 days)
A fixed-scope engagement that picks one or two frontier assistants per role, writes the prompt and data-handling rules around them, and leaves the client with a costed seat plan and a measured baseline. It converts scattered personal subscriptions into a governed delivery stack the agency can bill against. Time: 10-15 days.
By InnovaAI ResearchPublished
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Frontier Assistant Seat Standardisation for Client Delivery (10-15 days)
A fixed-scope engagement that picks one or two frontier assistants per role, writes the prompt and data-handling rules around them, and leaves the client with a costed seat plan and a measured baseline. It converts scattered personal subscriptions into a governed delivery stack the agency can bill against.
- A named client sponsor with authority over software spend and IT policy An export of current AI seat spend and a list of every assistant already in use across teams Two or three representative deliverables (a report, a piece of copy, a code task) to benchmark against Written confirmation of which client data classes may enter a third-party model Agreement on the success metric before day one, whether hours saved, rework rate, or cost per deliverable
- 1.Inventory every assistant seat in use, including personal cards expensed outside procurement
- 2.Map each seat to the role that holds it and the deliverable it supports
- 3.Flag duplicate subscriptions covering the same job
- 1.Collect the benchmark deliverables and record current cycle time for each
- 2.Interview three to five operators about where output gets rewritten before it reaches a client
- 3.Note which tasks stall entirely because nobody owns the prompt
- 1.Score candidate assistants on context window, tool use, data controls, and cost per seat
- 2.Run the benchmark deliverables through two shortlisted platforms under identical prompts
- 3.Record output quality, latency, and token spend per task
- 1.Test file and image handling against real client documents, not sample files
- 2.Check whether each platform's admin console exposes usage reporting and seat-level controls
- 3.Document retention and training-data settings for each shortlisted vendor
- 1.Draft the role-to-platform allocation, one primary and one fallback per role
- 2.Price the allocation at list rates and at annual commit rates
- 3.Model the monthly cost at current headcount and at 12-month projected headcount
- 1.Write the prompt library for the five highest-volume tasks in the client's workflow
- 2.Set ownership framing and output-format rules so results stay consistent across operators
- 3.Version the prompts in a shared repository with a named maintainer
- 1.Define the data-handling policy: what may be pasted, uploaded, or connected
- 2.Set the approval path for any new integration or agent that touches client systems
- 3.Draft the incident route for a leak or a runaway automated task
- 1.Configure admin controls, seat groups, and usage caps on the chosen platforms
- 2.Turn off consumer-tier defaults that retain or train on submitted content
- 3.Issue access to the pilot group only
- 1.Run a live pilot with the pilot group on real client work for a full working day
- 2.Log every task where the operator reverted to manual effort
- 3.Capture time saved per task against the day-two baseline
- 1.Tune the allocation based on pilot friction points
- 2.Write the two-hour onboarding session for the wider team
- 3.Prepare the one-page reference card for each role
- 1.Deliver the onboarding session and the reference cards
- 2.Hand the prompt library and policy documents to the named owner
- 3.Agree the 30-day review date and the metrics to bring to it
- 1.Present the costed seat plan, the pilot results, and the open risks to the sponsor
- 2.Confirm the renewal and review cadence in writing
- 3.Close out with the measured baseline recorded for the next quarter
The agency charges for selection discipline and governance artefacts, not for access to a chatbot the client could buy directly. A 12-day engagement at $6,000-$14,000 is easy to justify when the seat audit alone typically surfaces duplicate subscriptions and idle licences worth more than the fee. The recurring governance retainer exists because model tiers and pricing move monthly, so the allocation needs a quarterly re-test rather than a one-time decision.
- Role-to-platform allocation matrix with primary and fallback assistants per role
- Costed seat plan at current and projected headcount, with annual commit comparison
- Versioned prompt library covering the five highest-volume client tasks
- Data-handling and agent-approval policy signed off by the client sponsor
- Pilot results memo with time-saved figures against the pre-engagement baseline
The client sponsor signs the seat plan and data-handling policy, the pilot group has completed one full working day on the allocated platforms, and the measured time-saved baseline is recorded for the 30-day review.