AI Tool/New tech Funding Request Policy

Purpose

This policy outlines the process for any one in the team to request approval and secure funding to use new AI tools or tech solutions. It doesn’t need to be perfect to be a success, and we would rather try things and be wrong, than try nothing!

Examples: ChatGPT premium/Notion/New ring light.

Note: this isn’t the place for laptop and phone budget- that sits here.

Scope

This policy applies to anyone in the company who wishes to introduce new AI tools into their work to make things easier - this could be internally or for brands.

This is not applicable to freelancers.

Process for Requesting Approval

1. Identify the Need:

   • Clearly articulate the specific problem or opportunity the AI tool will address. Describe how the tool aligns with your work or for the benefit of the whole team.

2. Research and Selection:

   • Conduct some research on the AI tool, including cost, functionality, potential ROI, and if possible, a comparison with other similar tools. Please fill in the typeform to request HERE. It will cover the below:
     • Tool description and features
     • Cost breakdown (including any ongoing subscription fees)
     • Expected benefits and ROI if these are known
     • Case studies or examples of successful implementation (if available- this could be as simple as “I want to try it on X brand”

3. Senior Review:

   • This request will then be automatically sent to Lottie and Bee for approval, they will let you know asap

4. Final Approval and Notification:

   • If you get the go ahead you’ll be able to set it up, checking with Debbie on how to cover costs.

5. Implementation and Reporting:

• 30 days and 90 days after sign off we’ll expect an update on what’s going on and whether you recommendation is to carry on, stop or roll out to others in the team.
• There is an expectation that if there are success stories you show case the progress with the team.

Please do not go ahead and order or use paid products until you have approval. Unauthorized purchases or implementations are not reimbursable and may be subject to disciplinary action.