How to Think About Implementing AI Automation

Why This Matters

AI is everywhere.

From flashy screenshots of complex automations to bold promises of “Book 35 more calls every week!” - it’s tempting to jump on the latest tool.

But here’s the hard truth:

Most businesses are approaching AI backwards — and it’s costing them.

A recent S&P Global Market Intelligence report revealed that 42% of businesses scrapped most of their AI initiatives this year, up from 17% the year before. On average, organizations abandoned nearly half of their AI proof-of-concepts before they reached production.

→ Source: CIO Dive

Why?

Because they’re starting with tools instead of a clear vision and working system.

This isn’t a tech problem. It’s a thinking problem.

Challenges Business Owners Face

We see it all the time.

A founder clicks on a viral post promoting “the one AI hack that will 10x your outreach.” It feels promising. It feels smart. It feels like momentum.

But then…

• It disrupts internal workflows - what’s actually working

• It frustrates the team

• It under-delivers — or worse, it creates more work than it saves

Why? Because it wasn’t connected to a clear business objective.

Here’s what happens when you start with tools instead of systems:

• Misaligned execution: Automation solves the wrong problem

• Overloaded teams: No clarity on who owns what or how it fits

• Wasted money: Tech that doesn’t integrate, scale, or get adopted

• Scattered focus: Too many initiatives chasing too many things at once

And this is how businesses fall into what we call the Shiny Object Trap — chasing hype instead of results.

A Company Example

A founder-led coaching business with a small team recently adopted an AI-powered scheduling assistant. The idea? Automate onboarding and reduce friction.

But within weeks:

• Clients were missing meetings due to poor UX

• The team went back to manual scheduling

• Satisfaction scores dipped

• Thousands were lost in both staff time and marketing

Why?

They never mapped the full customer journey or the internal workflow. They simply plugged in a tool and expected it to solve friction without understanding what was causing it.

Once they took a step back, everything changed:

• They clarified the end-to-end onboarding experience

• Delayed automation until after key intake steps

• Used AI only where it enhanced — not replaced — personal touch

The result? Happier clients. Aligned team. Less stress.

How to Implement AI the Right Way

Here’s our take:

AI automation should amplify what’s already working, not amplify what’s broken.

Below is a simple 4 step process we recommend when thinking about layering on any AI or automation:

✅ Vision → Identify → Timing → Execution

1. VISION

Start by defining what success looks like — this quarter and this year.

Where do you want the business to be by December?

Vision First — Action Second Every automation decision should move you toward that target — not pull your business in five different directions.

2. IDENTIFY

Look for repeatable workflows that matter.

Where is the real leverage?

Then prioritize what’s worth automating.

3. TIMING

Don’t just “do AI.” Align it with quarterly goals.

Each automation should have budget, leadership ownership, and clear KPIs.

4. EXECUTION

Build a plan. Track progress. Assign ownership.

What’s the desired outcome?

Shiny tools fade fast. Execution lasts.

🛠 The 3-Point AI Readiness Check

Before you invest in any automation, run this checklist:

1. System First – Is there already a functioning workflow in place?

If not, AI will just automate the mess.

2. Repetition Exists – Does this happen often enough to justify automation?

Don’t over engineer a one-off task.

3. Outcome Matters – Will this impact revenue, efficiency, or customer experience?

If it won’t move the needle, it’s not worth the effort.

If you answer yes to all three — AI might be a smart move.

If not? Wait.

Final Thoughts

AI isn’t magic.

It won’t fix broken workflows. It won’t replace strategy. It won’t build your business for you.

But — with the right strategy, it can accelerate what’s already working and help you scale without adding chaos.

Remember:

When tools lead, growth is accidental. When vision leads, growth is inevitable.

Start with vision. End with leverage.

Need Help?

If your team is experimenting with AI and automation but not seeing results — we can help.

Let’s take 30 minutes to map out where automation actually fits — and where it doesn’t.

👇

go.modernoperators.com/audit

Until next week —

Simplify. Automate. Scale.

— Damon + Mark

Modern Operators