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START HERE · NEEDS ASSESSMENT

What's inside your AI Opportunity Brief

A Needs Assessment ends with a written brief, delivered within a week of a one-hour conversation. This sample is for a fictional office. Click the page, a tab or a section name to turn it.

FictioAI Opportunity BriefSample
Needs Assessment · Prepared for a property management office · October 2026

AI Opportunity Brief

Overview. The office loses the most time in two places: maintenance requests that arrive by email, text and phone and get retyped by hand, and owner reports rebuilt from scratch every month. The first needs one shared form, not AI. The second is a good first job for Copilot Chat, which every staff member already has through their work account. A paid AI licence is not needed yet.
Table of contents
  1. 1What we heard2
  2. 2Where you are now3
  3. 3Where AI fits4
  4. 4Open questions6
  5. 5What to do next7
  6. 6Working with Fictio9
Sample brief · fictional clientPage 1 of 9
FictioAI Opportunity BriefSample
Section 1 of 6

What we heard

This reflects one conversation with the office manager and one property coordinator. The maintenance staff and the building owners were not part of it.

"Requests come in by email, by text and by phone, and I retype every one of them into the spreadsheet. Some never make it in."

"Friday afternoon is owner reports. Same format every month, and I still build each one from nothing."

This section continues with more of what we heard and what the office wants to change.

Sample brief · fictional clientPage 2 of 9
FictioAI Opportunity BriefSample
Section 2 of 6

Where you are now

ToolUsed forAI access
Microsoft 365 Business StandardEmail, Teams, Word, ExcelCopilot Chat, included with every work account
Property management softwareLeases, rent, tenant recordsNone. Exports to Excel

This section continues with the rest of the tool inventory, comfort by role, and where the files live.

Sample brief · fictional clientPage 3 of 9
FictioAI Opportunity BriefSample
Section 3 of 6

Where AI fits

✓ AI helps? Worth testing✗ Not an AI problem
WorkflowFitWhy
Maintenance requests✗One Microsoft Form feeding one list. A process change, no AI.
Monthly owner reports✓Copilot Chat drafts the summary from the month's notes and the Excel export. A coordinator checks every figure.

This section continues with every workflow we discussed.

Sample brief · fictional clientPage 4 of 9
FictioAI Opportunity BriefSample
Section 4 of 6

Open questions

  • Can tenant names and unit numbers go into Copilot Chat? This affects routine tenant emails (Step 4). The office needs a written answer before anyone pastes tenant details.

This section continues with the other questions to settle first, each tied to the step it affects.

Sample brief · fictional clientPage 6 of 9
FictioAI Opportunity BriefSample
Section 5 of 6

What to do next

StepWhat to doWhy it matters
Step 1Set up one Microsoft Form for maintenance requests and post the link in every building.Ends the retyping and the lost requests. No AI needed.
Step 2Draft next month's owner report with Copilot Chat, using the prompt provided.The format is the same every month.

This section continues with the remaining steps, with instructions where a step needs them.

Sample brief · fictional clientPage 7 of 9
FictioAI Opportunity BriefSample
Section 6 of 6

Working with Fictio

Steps 1 and 5 are yours to take on, and this brief covers what you need for both.

This section continues with where we could start together.

Sample brief · fictional clientPage 9 of 9
At the top

Overview

A one-minute summary of where you lose the most time and the first step we suggest.

Section 1

What we heard

Your challenges and goals, in your own words, noting whose views it reflects.

Section 2

Where you are now

The tools and licences you have, including any AI tools, and where your files are kept, which affects what an AI tool can see.

Section 3

Where AI fits

Each task marked where AI may help now, where a small trial comes first, and where a simple form or formula is the better fix.

Section 4

Open questions

Decisions to settle before you act, such as what staff can safely put into an AI tool, each linked to the step it affects.

Section 5

What to do next

Clear steps in order, with why each matters. Steps that use an AI tool come with instructions.

Section 6

Working with Fictio

Which steps you can take on your own, and where we could help. There is no obligation.

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