Quick start: your first session

The trial is on Pro for 30 days and stops at the end unless an Owner chooses a plan. Anything only on Pro is marked Pro.

The steps are in two lists. Governance set-up, under Governance in the menu, has everything up to the How We Use AI Report, and Measurement set-up, under Measurement → How it works, has the steps that start measuring. Each marks the step to do next, and the dashboard shows the next step from both, with Continue set-up. What you told us about what's already in place, when you set up the organisation, decides some of the steps you see. You can change the answers in Settings → Organisation → Set-up questions, and steps already done stay done.

Governance set-up has eight sections: Your organisation; People; The AI State of Play; Leadership position; Get the extension installed; Tools, decisions and policies; Brief the team; and How We Use AI Report. The AI State of Play takes longest, because everyone answers in their own time and it stays open for up to two weeks, so most of the rest can be done while it runs.

Your first session#Link to this section

1. Your organisation. What the organisation does, and why AI is on the agenda now. You told us both when you set up the organisation, so this is a check.
2. Add and organise your people. Add people one at a time, or import a list: a .csv or .xlsx file, or rows copied from Outlook or Excel. The more people you add, the fuller the picture The AI State of Play gives you. You can try it with a smaller group first and add the rest later. When everyone is in, select I've added everyone.
3. The AI State of Play. Everyone is asked which AI tools they use, by email, and answers in their own time. It takes under 10 minutes for each person. On a trial it closes after 10 days (14 otherwise), or sooner once 85% have answered. Check the settings and the message, then send it. It reaches everyone you've added, whether or not they've set up an account yet, and it is always identifiable: Owners and Admins see each person's answers with their name. You choose anonymous or identifiable answers for each pulse.

While The AI State of Play runs#Link to this section

1. Agree the leadership position. Each member of the leadership team chooses a position on seven AI decisions in private, then the team agrees one together. If the leadership team has already agreed a position, you record it instead. You can start it at any time, and it can run alongside The AI State of Play. Once The AI State of Play has closed, the leaders also see what people said when they compare positions.
2. Get the extension installed (highly recommended). Everyone gets The GAiGE in their browser, by installing it themselves or through IT, which makes it easier to reach people and gather their feedback. See Rolling out the extension to your team.
3. Your AI tools register. Import a list, from a spreadsheet or pasted in, or add the main tools one at a time from the catalogue. The AI State of Play adds the ones people name.
4. Add your existing AI policy, if the organisation has a written one: its name and a link. It is recorded as one of the organisation's policies, with a date to review it.
5. Check for automated decisions. Record any decisions that software makes, or is a key factor in, that could significantly affect someone, and confirm the statement for your privacy policy, or record that the organisation found none. The organisation's privacy details are here too. You can do this at any time.

Once the answers are in#Link to this section

1. What The AI State of Play found. A summary of the tools it added to your register, the policies it proposes, the opportunities people see and what would help them use AI better, each linked to where you act on it.
2. Decide on each tool. Each tool on your AI tools register needs a decision on how it can be used, including the ones The AI State of Play added. We recommend one for each tool.
3. Agree the organisation-wide policies. The policies the leadership position implies, the ones The AI State of Play's answers call for, and some that are common practice, such as who owns AI-made work. Accept or set aside each one, and approve the reason your people will read.
4. Check and publish Our AI policies. Our AI policies as one document, as your people will read it, with its PDF and each part linked to where you change it. Then publish it as version 1. Your people see it once you brief the team.
5. Brief the team. One message to everyone, with Our AI policies and the decision on each tool. Choose who your people tell if something goes wrong, check the message, then select Send to everyone. The first brief after The AI State of Play closes opens by thanking people for their answers.
6. Download the How We Use AI Report. One PDF you can share with clients, suppliers or the board, with the published policies and the tool decisions.

Measurement set-up#Link to this section

Governance set-up ends with the How We Use AI Report. Measurement has its own set-up, on Measurement → How it works. Its first two steps open once the rollout has started, and the hourly rate can be set at any time. The dashboard shows these steps too, so the next step is always in one place:

1. Choose who is asked about each tool. Assign each tool to the groups that use it, and each agent to the people who check its work, on AI tools.
2. Start The AI Pulse. Questions about each tool, to the people assigned to it. Start it from its step on Measurement → How it works, where you see who it asks, how often, and the message we draft for them. Its first start emails that message to everyone it asks who has an account.
3. Set the hourly rate (Pro). Reports use it to show what the time saved is worth, in Settings. If you gave it when you set up the organisation, this step is already done.

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If you'd like someone to work through set-up with you, see Getting outside help.