A useful AI project brief describes a job, not a collection of features. “We want an intelligent assistant” leaves the supplier to guess the user, the data, the decision, and the consequence of getting it wrong. A specific brief lets both sides discover whether an existing product is enough or a custom integration is needed.
Describe one complete transaction
Choose a real example with private details removed. State what triggers the work, what the employee looks up, which decisions they make, and where the result belongs. Include the awkward parts: missing references, contradictory documents, and requests that need a manager.
For an illustrative service desk, the job might be: read an incoming maintenance request, extract the equipment reference, list missing information, and prepare a reply for review. Automatically dispatching an engineer is a separate action with different permissions and consequences.
Specify the output and its owner
Write down the fields or document the employee should receive. A useful output may include a source reference, proposed action, unresolved questions, and the person responsible. “A good answer” is too vague to accept as a deliverable.
| Brief element | Example |
|---|---|
| Trigger | A new service email |
| Inputs | Message, approved troubleshooting guide |
| Output | Request summary and draft reply |
| Permission | Read supplied material; no sending |
| Acceptance | Correct equipment, grounded advice, visible gaps |
Identify who can judge the result. The process owner should help select the acceptance examples before implementation begins.
Separate the first pilot from the eventual ambition
Your long-term goal may involve CRM updates, scheduling, and multiple departments. The pilot can still stop at an approved draft. This makes it possible to measure useful work without opening every system at once.
Include expected volume, data sensitivity, current software, and any required response window. Treat missing access or an undocumented API as something to investigate, not a detail a model will work around.
Golub Bot addresses the personal assistant direction; Golub Voice addresses voice conversations. A workflow spanning business systems may require custom design. Contact Golub Superintelligence with an anonymized transaction and your intended output. That gives us a concrete basis for discussing fit, scope, and the first acceptance test.