Implementation playbook overview
The implementation playbook has three phases: setup, first launch, and expansion. Start by connecting the right tools and setting approvals. Then launch one narrow agent. Expand only after the first rollout is trusted.
| Phase | Scope | Duration | Exit criteria |
|---|---|---|---|
| Phase 1: Setup | Connect tools, set approvals, assign ownership | Short setup phase | Tools connected, approvals set, ownership clear |
| Phase 2: First agent | Launch one narrow agent and review early runs | First live launch | Agent is running, activity is visible, team trusts the rollout |
| Phase 3: Expansion | Add more agents and teams carefully | Repeat by team | More teams are live with the same safe rollout pattern |
Phase 1: Platform setup
The first phase is setup. Connect the right tools, set approvals, and make sure ownership is clear before the first agent goes live.
Tasks:
- Connect the first tools. Start with the tools the first agent will use, such as Salesforce, Zendesk, Slack, or QuickBooks. Give the agent only the access it needs for the job.
- Set approvals. Define who reviews actions before the agent changes data or sends something externally.
- Set spend caps. Put a limit in place before launch so the first rollout stays controlled.
- Confirm visibility. Make sure the team can review every action, approval, and cost after launch.
- Assign ownership. One person should own the rollout. Department leads should know what they are reviewing and when.
Exit criteria: Tools are connected, approvals are set, activity will be visible, and ownership is clear.
Phase 2: First agent launch
The second phase is the first live launch. Pick one narrow agent, turn approvals on, and review the first runs closely. Do not expand until this phase feels calm and trusted.
Tasks:
- Pick the first agent. Choose a high-frequency, low-risk, narrow job. Examples include lead routing, ticket triage, or invoice follow-up.
- Describe what you need. Tell the agent what to do, when to do it, and which approvals are needed in plain English.
- Launch the agent. Review the plan, then let the agent start proposing actions for review.
- Review early approvals together. The first few approvals should be checked with the department lead so the team can confirm the agent has the right context.
- Check activity and cost. Confirm actions are logged, approvals are visible, and spend stays within the cap.
- Capture what the team learns. Note where the agent is clear, where people hesitate, and what should be tightened before the next launch.
Exit criteria: The agent is running, approvals are working, activity is visible, and the department lead is confident.
Phase 3: Expansion
The third phase is expansion. Add more agents in the same team first, then bring the rollout model into more departments. Keep the same approval and ownership pattern each time.
More agents in the same team:
- Add adjacent jobs in the same tools once the first agent is trusted
- Reuse the same approvals, spend limits, and review habits
- Keep ownership with the same department lead
- Launch one agent at a time, then expand
More teams across the business:
- Add agents in other departments such as finance, operations, or support
- Have each team follow the same phased rollout: setup, first launch, then expansion
- Assign a department lead for every team
- Keep the rollout simple enough that one owner does not become a bottleneck
Implementation checklist
Use this checklist to confirm each phase is complete before moving to the next.
Phase 1 checklist:
- First tools connected
- Scoped access configured
- Approvals set
- Spend caps set
- Activity and cost will be visible
- Ownership assigned
Phase 2 checklist:
- First agent selected
- Agent described and launched
- First approvals reviewed with department lead
- Activity and cost checked
- Team feedback captured
- Department lead is confident
Phase 3 checklist:
- Adjacent agents launched in the same team
- Second team connected and first agent launched
- All departments have assigned ownership
- Activity stays visible across all departments
- Approvals and spend limits scale across all departments
Frequently asked questions
How long does the full implementation take?
The first launch can happen quickly. Full rollout depends on how many teams and tools you bring in after that. Start with one narrow agent, prove the model, then expand carefully.
Can we skip Phase 1 and deploy agents immediately?
No. Set approvals, access, and spend caps before the first agent goes live. Skipping setup creates unclear ownership and risky actions later.
What if the first agent misses the mark?
That is exactly why the rollout starts narrow. Tighten the brief, review the proposed actions, and adjust the boundaries before expanding. A calm first launch is easier to fix than a broad rollout.
Do we need engineering support for implementation?
No. A tech-willing operator can connect tools, set approvals, and manage the rollout. Department leads can describe what they need in plain English. No custom code is required.