Our department heads are constantly trying out new, low-cost AI software subscriptions on their corporate cards, creating a fragmented tech stack. How do we write an internal AI procurement policy that aligns with our quarterly planning and keeps our technology unified?

Question

Tyler Smith · Accepted Answer

Fragmented technology is an operational hazard that compromises data security and inflates overhead. To stop this, integrate AI procurement directly into your quarterly EOS planning and Rock-setting process.

First, create a simple policy. No team member is allowed to purchase or integrate any new AI-powered software without prior approval from the Integrator. This is not about restricting innovation; it is about protecting your company's data and keeping your systems unified.

During your quarterly meetings, have your department heads present any proposed tools as potential Rocks or operational improvements. Each proposal must answer three simple questions. First, what existing tool does this replace? Second, how does this tool directly reduce labor hours or improve our gross margin? Third, where does the data go, and is it secure?

If a tool passes this screen, approve it as a ninety-day pilot. Assign a single owner on your Accountability Chart to lead the trial. If the tool proves its ROI during the pilot, roll it out company-wide and integrate it into your official tech stack. This keeps your technology clean, structured, and aligned with your long-term V/TO.