AI Implementation Project Documentation

💡 Pro Tip: Fill this out immediately after each project while details are fresh. This becomes your portfolio and helps you improve with each implementation.

Project Overview

Client/Business Name:

Industry:

Project Start Date:

Project Completion Date:

Project Type:

The Problem (Before State)

Describe the problem in 2-3 sentences:

Workflow Diagram (BEFORE)

Describe the old process step-by-step. Use arrows (→) to show the flow.

Time Required (Before)

Daily (hours):

Weekly (hours):

Monthly (hours):

Other Issues (errors, customer complaints, bottlenecks):

The Solution (What You Built)

AI Tools & Platforms Used

Integration & Workflow (AFTER)

Describe the new automated process step-by-step.

Configuration Notes & Key Settings:

Implementation Challenges & How You Solved Them:

The Results (After State)

Time Required (After)

Daily (hours):

Weekly (hours):

Monthly (hours):

Time Saved Daily (%):

Time Saved Weekly (%):

Time Saved Monthly (%):

Other Improvements

Accuracy/Quality Improvement:

Customer Satisfaction Impact:

Cost Savings ($/month):

Revenue Impact:

Other Measurable Results:

Screenshots & Documentation Checklist

Take these screenshots for your portfolio (anonymize sensitive data first):

Before: Email inbox, calendar, or system showing the chaos/problem

Setup: Your automation/AI tool configuration (sanitized)

In Action: The automation working (e.g., automated message sent)

After: Clean inbox, organized system showing improvement

Results: Analytics, time tracking, or metrics dashboard

ROI Calculation: Visual showing time/cost savings

⚠️ Privacy Reminder: Always blur or remove client names, email addresses, phone numbers, and any sensitive business data before using screenshots in your portfolio.

Client Testimonial

Client Quote (exact words):

Name:

Title & Company:

Permission Granted for Case Study:

Yes - Can use name and details Yes - But anonymize No - Private use only

Lessons Learned & Future Improvements

What Worked Really Well:

What Would You Do Differently:

Unexpected Challenges:

Potential Future Improvements:

Technical Notes for Future Reference

Ongoing Maintenance Required:

Ongoing Costs:

System Dependencies & Potential Risks:

Project Metrics Summary (For Portfolio)

Fill this out to quickly reference when pitching to new clients:

One-Line Result:

Key Numbers to Highlight:

Primary Metric:

ROI Number:

Implementation Timeline:

Payback Period: