---
title: "Scoping and first use cases"
description: "What the roughly three-day scoping delivers, how onboarding brings the first use cases live, and how management and expansion follow."
source_name: "Gen8"
source_url: "https://gen8.app/en/aanpak/processcan-ai-pilot/"
site_home: "https://gen8.app/"
source_description: "Managed AI service for SMEs. We set up, connect and manage; you stay in control."
locale: "en"
copyright: "© 2026 Gen8 VOF · Dutch Chamber of Commerce 92978789 · Delft"
published_at: "2026-09-05T00:00:00.000Z"
modified_at: "2026-10-21T17:30:26.649Z"
---
# Scoping and first use cases
## *Map it out* first, then build
During roughly three days of scoping, we map and prioritise your goals. During onboarding, we connect your systems and bring the first use cases live. We then manage and expand them.
[Book an introductory meeting]()[View the full approach]()
- Around 3 days of scoping
- Go/no-go after scoping
- Processing in the EU
## Describe your goals around how the work *really* happens
Almost every process has a gap between the diagram and reality: the request that always goes through one colleague, the lead only called back after three days, the conversation notes that never reach the CRM. That gap determines where AI delivers most value.
That is why we observe real work and use recent examples, including messy ones. What we write down must be verifiable: you and your team should recognise your work in it.
What you have after scoping
- Your goals, prioritised by value and feasibility
- For each goal: the intended result, the workflow boundary and how we measure it
- The systems and permissions required
- The most common exceptions
- A proposal for the first use cases, or advice not to proceed
## Four steps in around three days
1. Goals and prioritiesWhat do you want to achieve, where are you losing time, and what offers the most value?
2. Review real casesWe review recent examples, including the exceptions no one likes.
3. Map systems and permissionsWhich systems touch the work, who may see what, and which integrations already exist?
4. Priorities and proposalWhich use cases come first, what they should deliver and how we measure it. Or advice not to proceed.
## Two phases, two questions
| | Scoping | Onboarding |
| --- | --- | --- |
| The question | Which goals do we address, and in what order? | Do the first use cases work on real work? |
| What happens | Observe, ask, record, prioritise | Connect systems, record context, bring first use cases live |
| What you get | Prioritised goals with a result, boundary and measurement point | Working workflows in your own systems, with logs |
| Does it write to your systems? | No, only reading and asking questions | Proposals; writing only after approval where consequences are significant |
| Where it ends | Go or no-go for onboarding | Transition to management and iteration |
## Management and expansion: we keep it *running*
It does not stop after onboarding. We monitor and maintain the workflows, adjust them based on what happens in practice and introduce changes in manageable steps.
Once the foundation is in place, we expand with new integrations, workflows and agents. AI grows with your organisation without adding a management task to your team's workload.
[View the full approach]()
1. Management and iterationMonitoring, maintenance, adjustments and manageable changes.
2. ExpansionNew integrations, workflows and agents once the foundation is in place.
## Sometimes a workflow is the wrong answer
If a process changes every week because no one has documented it, automation mainly creates noise: you measure ambiguity rather than technology. If a fixed rule or existing setting can solve the painful step, that is faster, cheaper and easier to check than a model.
And if no one is assigned to review proposals, the output sits unused. In all three cases, we say so after scoping and stop there. The criteria for a good first use case are explained in [choosing an internal AI pilot]().
## What it costs and how long it takes
Scoping takes around three days. The cost of onboarding and ongoing management depends on your goals, the number of systems and the volume of exceptions. We align the price with the value we create together and put it in writing before starting. The factors that determine price are explained under [pricing]().
## Frequently asked questions
Do you need access to our systems for scoping?
Usually not. We observe a user and work with examples you provide. If we do receive access, it is read only and limited to what we are mapping.
How many examples do you need?
Enough to see the exceptions, not just the tidy cases. The number depends on the process; we agree it in the introductory meeting.
Can we use the scoping without continuing with you?
Yes. The prioritised goals and description of your processes belong to you. You can continue yourself or give them to another provider.
Do the first use cases write to our CRM or mailbox?
Not automatically. A workflow makes proposals with a visible change; where consequences are significant, it only writes after approval. Every step is logged, and a workflow never sends email itself.
## Where are you losing the most time today?
Tell us in an introductory meeting. We assess whether scoping makes sense and also say when the answer is no.
[Book an introductory meeting]()
- Response within one business day
- No obligation