Introduction: AI won't fix bad process
If your pipeline is messy, AI will only speed up how fast you get bad data. If your notes are unclear, AI will summarize the confusion.
That’s not AI’s fault — it’s yours. AI is a tool, not a transformation. To make it useful, it needs structure, constraints, and the right insertion points in your workflow.
Step 1: Choose one use case, not five
Don’t start with everything. Start with something. Maybe that’s AI-powered call summaries. Maybe it’s automating deal follow-up reminders. The best teams don’t pilot AI across 6 departments — they go deep on one workflow first, validate it, and expand from there.
Pro Tip:
In Hexa, most teams start with post-call summaries because it’s high friction (manual notes) and high reward (instantly actionable).
Step 2: Set the rules — not just the automation
AI is not helpful if nobody knows what to expect from it. Define:
Who sees the AI-generated content
What approval/edit process exists
When the AI kicks in (trigger: after meeting? after no reply?)
What the AI can’t touch (e.g., rep-written emails, pipeline updates)
Step 3: Make it visible, not mysterious
Nothing creates more resistance than "black box" AI. You don’t need explainability diagrams — just clarity. Reps should know: where the summary came from, what was detected, and how to edit it. Managers should be able to trace it back.
In Hexa, every summary has timestamps, speaker tags, and labels like Objection, Next Step, or Blocked.
Three mistakes to avoid
1. Turning it on and walking away
AI isn’t set-it-and-forget-it. You need onboarding, feedback loops, and ownership.
2. Expecting perfection out of the gate
Treat AI like a junior teammate — useful, trainable, and faster than most humans… but not magic.
3. Ignoring the human edge
Even the best summary still needs review. Even the best draft follow-up needs your voice.
Final Thought
The question isn’t should you use AI — it’s how to build a system around it. Used right, it reduces noise, accelerates clarity, and gives your team a repeatable edge.
