AI Assessment · AdapttoAI

AI Assessment

Prepared by AdapttoAI · May 12, 2026 · Based on a brief introductory call with Raffa

A baseline framework for where AI fits into your business, built on current US SMB research. Ready to be personalized once we reconnect.
This report is based on a brief call where we were unable to capture details about your business. It is a starting point, not a personalized audit. Once we reconnect and learn about your industry, team, tools, and the specific things that take up too much of your time, this report will be revised into a tailored roadmap.

Section 1

What we heard

Contact
Raffa.
Country
United States.
Company
Not captured. The call ended before we could ask.
Industry
Not captured.
Team size
Not captured.
Tools
Not captured.
Top pain
Not captured.
AI today
Not captured.

A call that did not get past introductions cannot capture how a business actually runs. What follows is a baseline framework built on current US SMB research, ready to be populated with your specifics once we reconnect.

Section 2

Executive summary

∨

Raffa, the fact that you agreed to an AI assessment call tells us something: you are already thinking about where AI fits into your business, and you want to approach it with more structure than testing tools and hoping for the best. That instinct is correct. It is also less common than you might think.

We were not able to capture enough detail in the first call to give you fully personalized recommendations. Rather than wait, we prepared this report as a baseline framework built on current US SMB research. Every section is ready to be populated with your specifics once we reconnect. Think of this as the report's skeleton: the tool comparisons, the quick wins you can start this week, and the research context are all here in their most applicable form for a US small business at the stage we believe you are at.

Where you sit

Without knowing your industry, team size, or current tools, the most probable positioning is at the boundary of Level 0 and Level 1 of AI maturity: aware and curious, but without intentional AI deployment in business processes. Approximately 40-45% of US SMBs sit here as of early 2026 (SMB Group tracking data). The error companies at this stage most often make is buying tools before identifying which specific workflow the tool is supposed to fix.

4AI agents, autonomous workflows
3AI as collaborator, strategy input
2AI-assisted workflows, compounding
1AI as autocomplete, individual use
0Aware, not yet deployed

The report splits into two parts: three quick wins any US SMB can start this week without knowing anything else about the business, and one area that requires a completed intake call to size properly.

Top priority · Urgent and important
Complete the AI assessment
The single highest-value next step is a 15-minute call where we capture your industry, team size, tools, and the specific things that take up too much of your time. That call turns this baseline framework into a personalized roadmap with tool recommendations, time-savings estimates, and a clear first project.
See Area 1 in Section 5 →
Start this week · Three quick wins
What you can implement without us
  • An AI writing assistant (Claude Pro or ChatGPT Plus) for drafting, analysis, and repetitive writing tasks.
  • AI meeting capture (tl;dv) to stop taking notes by hand and make every conversation searchable.
  • An AI governance baseline: one sanctioned account, one policy page, one decision.
See quick wins in Section 4 →

Section 3

Impact versus effort

∨

Tap any item to jump to its card.

← More effort · Less effort →
High impact · Low effort
QW1AI writing assistantsee →
QW2AI meeting capturesee →
QW3AI governance baselinesee →
High impact · High effort
Area 1Personalized AI adoption plansee →
Low impact · Low effort
To be determined after re-call
Low impact · High effort
To be determined after re-call
← Lower impact
Higher impact →

Section 4

Quick wins

∨
QW1 · AI writing assistant
Start drafting with AI today
Most knowledge workers find they save several hours per week when using generative AI for drafting, analysis, and repetitive writing tasks.
Claude Pro (recommended)  ·  ChatGPT Plus  ·  Gemini Advanced
Why this fits
  • Every business writes emails, proposals, follow-ups, and internal docs. AI handles first drafts in seconds, leaving you the editing and judgment calls.
  • Claude Pro is strongest for long, detailed documents and proposals. ChatGPT Plus has the broadest ecosystem (image generation, web browsing, plugins). Gemini Advanced is the best fit if your team already runs on Google Workspace.
  • At $20/month, the tool pays for itself if it saves more than one hour per month at any reasonable labor rate.
How to start this week
  • Pick one: Claude Pro, ChatGPT Plus, or Gemini Advanced. Subscribe for $20/month.
  • Identify your three most repetitive writing tasks (email type, report format, proposal section).
  • Write one prompt for each task and save it somewhere you can reuse it.
  • Use the AI draft as a starting point, not a finished product. Edit with your own judgment.
Complexity
Low
Monthly cost
$20/user
Setup time
Same day
Time saved
Varies
Week 1 milestone: three reusable prompts saved, tested on real work, and producing drafts the team is editing instead of writing from scratch.
QW2 · Meeting capture
Stop taking notes by hand
AI meeting tools typically save several hours per week per user in note-taking and follow-up time, based on vendor-reported benchmarks.
tl;dv (recommended)  ·  Fireflies.ai
Why this fits
  • Every business runs meetings. Manual notes are incomplete, not searchable, and not shareable. AI transcription fixes all three.
  • tl;dv has a free-forever tier with unlimited recordings and supports 30+ languages with localized UI. No reason not to try it this week.
  • Fireflies is stronger on CRM integration if your team already uses HubSpot, Salesforce, or similar. Pro tier starts at $10/user/month.
How to start this week
  • Install tl;dv (free tier) on Google Meet or Zoom.
  • Run it on your next two meetings and review the transcript and summary.
  • Share the summary with the team instead of a manual recap.
  • After one week, decide whether to upgrade or switch to Fireflies based on what your workflow needs.
Complexity
Low
Monthly cost
Free (tl;dv) · $10/u (Fireflies Pro)
Setup time
1-2 hours
Time saved
Varies
Week 1 milestone: at least one meeting automatically transcribed, summarized, and shared with the team. No one took notes by hand.
QW3 · AI governance baseline
One account, one policy, one decision
Research consistently shows that employees at organizations without formal AI policies use personal AI accounts for work, often sharing sensitive company data with consumer-tier tools that train on user inputs by default.
Claude Team  ·  ChatGPT Business
Why this fits
  • If your team is not using AI at all, skip this card for now. But if anyone on your team already uses ChatGPT, Claude, or Gemini with their personal account for work, this is urgent.
  • Consumer-tier AI tools (free and personal accounts) train on user inputs by default. Customer data, internal financials, and proprietary processes entered into personal accounts leave your control permanently.
  • Claude Team and ChatGPT Business both include a Data Processing Agreement and do not train on your data. That single switch closes the data exposure gap.
How to start this week
  • Pick one: Claude Team ($25/user/month, minimum 5 seats) or ChatGPT Business ($25/user/month).
  • Write a one-page acceptable-use note: what data can go in, what cannot, which tools are approved.
  • Migrate any team members currently using personal accounts to the official subscription.
  • Share the policy with the team. Done.
Complexity
Low
Monthly cost
$25/user
Setup time
Half a day
Result
Closes data exposure gap
Week 1 milestone: the team works with an official AI account that does not train on your data, and a one-page policy exists that says what is and is not allowed.

Section 5

Areas worth a closer look

∨

Without a completed intake call, we cannot identify which specific areas of your business would benefit most from a closer look. The card below describes the natural next step: a conversation where we learn enough to turn this baseline into a personalized plan.

Top priority · Urgent and important
Personalized AI adoption plan
What we noticed
Raffa agreed to an AI assessment call, which tells us there is interest and intent. The call did not get past introductions, so we do not yet know what the business does, what tools it runs on, or where time is lost.
What this could look like
  • A 15-minute call where we capture industry, team size, current tools, top pain points, and what takes up too much time.
  • This baseline report revised into a fully tailored roadmap with specific tool recommendations, time-savings estimates, and a sequenced 90-day plan.
  • Three to five quick wins personalized to your specific business, with direct quotes from the call anchoring each recommendation.
What we would want to understand
  • What does your business do, and how many people work there?
  • What software does your team use daily for orders, invoicing, communication, or project management?
  • What is the single task that takes the most time and feels the most repetitive?
  • Is anyone on the team already using AI tools (ChatGPT, Claude, Copilot) for work, officially or on their own?

Section 6

Your next steps

This report contains three quick wins you can start this week without any further input from us, and one area that needs a completed intake call to personalize. The quick wins do not require knowing your industry or tools: they apply to any US business with a team.

Start the three quick wins

Three workflows available this week: an AI writing assistant for drafting and analysis, AI meeting capture to stop taking notes by hand, and an AI governance baseline to close data exposure. No IT approval needed.

See quick wins ↑
Book a call

A 15-minute conversation where we learn about your business, your tools, and what takes up too much of your time. That call turns this baseline into a personalized report.

Book a call →
And once these run themselves, we hope you spend the time you get back on whatever matters most.