How a behavioral health provider went from AI overwhelm to a clear strategy with internal champions, governance policy, and a phased Copilot rollout. Here's what that actually looked like.
"Automation Tactics helped us cut through the noise and build a realistic AI strategy that actually fits our organization. They guided us in standing up internal AI champions, developing an AI governance policy, and rolling out Microsoft Copilot strategically. We now have a clear timeline, budget, and success metrics for our long-term rollout."
First Children Services faced the same problem as most mid-sized organizations. Leadership knew AI could improve operations. Vendors kept calling with promises of transformation. But nobody could explain what AI implementation would actually look like for their specific situation.
The internal team didn't have the expertise to separate realistic opportunities from marketing hype. And with limited IT resources and a workforce focused on delivering life-changing outcomes for kids (not technology), the risk of wasted investment was real.
"We kept hearing about AI, but nobody could tell us what it would actually look like for our organization," said Matt Hess, CEO. "We needed someone to help us understand what was realistic and what was just hype."
Here's what actually happens when you build an AI strategy that fits your organization. Not vendor promises. Reality.
The goal wasn't to rely on external consultants forever. It was to build sustainable internal capability that would last long after the engagement ended.
Cross-functional leaders who would own AI decisions. Not a rubber-stamp group. Real authority to evaluate opportunities and allocate resources.
"The steering committee changed how we think about technology decisions. We're not just reacting to the latest trend anymore. We have a framework for evaluating what makes sense for us."
Staff members who could support their colleagues through adoption. Not IT specialists. People who could answer day-to-day questions and help others get comfortable with new tools.
Your best AI champions are rarely who you expect. They're the people already finding workarounds, already curious about new tools. The job is finding them and giving them structure.
Related: Internal AI Leaders Program
Before rolling out AI tools, First Children needed clear guidelines for responsible use. Not a 50-page legal document nobody reads. Practical rules that staff would actually follow.
"The governance policy gave our team confidence. They know the guardrails, they understand what's expected, and they're not afraid to start using the tools."
Related capability: Company-wide AI Policy
First Children already had Microsoft 365. Like most organizations, they weren't using its full potential. The question wasn't whether to add AI. It was where AI assistance would deliver the most value for their specific workflows.
Buying Copilot licenses for everyone at once is like buying gym memberships for your whole company. Some people will use it daily. Others won't touch it. Smart rollout means starting where the impact is highest.
"We discovered we were sitting on capabilities we'd already paid for, and Copilot gave us a clear next step. Automation Tactics helped us turn those on in a way that made sense for our team and our budget."
Related capability: Access to Approved LLM (Copilot)
Strategy without execution is just a presentation. The roadmap translated vision into phases with realistic timelines, defined budgets, and measurable success metrics.
The plan acknowledged that AI adoption is iterative. Success comes from learning and refining, not from a single large deployment. Each phase included checkpoints to evaluate progress and adjust course as needed.
The real measure of AI strategy isn't the plan itself. It's whether the organization can execute without constant hand-holding.
Here's where First Children stands now:
"We went from feeling overwhelmed by AI to feeling confident about our next steps. That shift in mindset was as valuable as any specific recommendation."
Matt Hess, CEO, First Children Services
First Children didn't start by purchasing AI software. They started by forming a steering committee and identifying internal champions. The tools came after the capability to manage them.
The AI policy wasn't about saying no. It was about giving staff confidence to say yes. When people know the guardrails, they're more likely to experiment within them.
First Children didn't need a new platform. They needed to use Microsoft 365 better. Copilot built on infrastructure they'd already paid for. Sometimes the best AI strategy is maximizing what you have.
Not everyone needs AI tools on day one. First Children prioritized roles where AI assistance would have the greatest impact. This avoided overspending while building internal expertise gradually.
See: Steering Committee
The roadmap included checkpoints for evaluation and adjustment. AI adoption is iterative. The organizations that succeed are the ones that learn and refine, not the ones that try to get everything right the first time.
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