How to measure an AI pilot’s time savings

Establish the baseline first

Choose one process and record enquiry volume and active handling time over a representative period. Separate complete and incomplete enquiries. Waiting for a customer is different from minutes when your employee is working.

Record quality too: missing required details, corrections and whether the task reaches the right person. Without this baseline, a shorter summary can be mistaken for a better process.

Use an explicit scenario

Hypothetical example: 40 monthly enquiries at 10 minutes each take 400 minutes, or 6 hours 40 minutes. If preparation, review and correction together take 6 minutes per enquiry afterwards, the new total is 240 minutes. The difference is 160 minutes: 2 hours 40 minutes.

These are assumptions, not a prediction. Subtract additional maintenance time from the released capacity. Freed time is not automatically a cash saving; record what the team can actually do with it. Compare the result with all setup and ongoing costs.

Agree acceptance and stopping rules

Test routine enquiries, missing information, duplicates and system outages. A good summary with the wrong contact address is not a successful file. Staff should check the source, required fields and next action before accepting a case.

Agree when to stop or adjust before testing: unreliable data, more correction work, insufficient access or too little volume for a useful comparison. Keep a record of failures rather than reporting only the fastest examples.

Decide after measurement

The MAAS pilot measures 14 calendar days and up to 40 unique enquiries. This supports an initial assessment, but a small or unusual sample does not prove lasting savings. Report counts, exceptions, review time and what remains untested.

Continuation requires a new agreement. Sometimes a simpler form or clearer working arrangements are the best outcome. Use the free assessment for an initial scenario, then discuss what your own workflow should measure.

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