Our department heads are requesting budget for various niche AI integrations. How do we establish a strict approval framework so we only fund AI tools that directly drive our V/TO goals?

Question

Tyler Smith · Accepted Answer

Stop approving software subscriptions in isolation. If you do not control this, you will quickly end up with bloated software expenses and a fragmented team. To prevent this, every new AI budget request must pass through a strict V/TO filter. First, the requesting manager must demonstrate how the tool directly supports one of your three active quarterly Rocks or your current 1-Year Plan. If it does not align with your core focus, the request is dead on arrival. Second, the manager must define the exact seat on the Accountability Chart that will own the tool and be held accountable for its metrics. Third, they must present a clear projection of the operational efficiency gains, specifically showing how it will either increase capacity, reduce manual errors, or accelerate client delivery times. Bring these requests to your quarterly leadership meetings. If a tool passes these filters, approve it on a strict ninety-day trial basis. At the end of the quarter, review the tool's impact on your weekly Scorecard. If the tool has not delivered the promised results, cut it immediately. This disciplined approach ensures your technology spend directly funds your business goals, not shiny object distractions.