Ask how they understand the problem
A useful first conversation should cover the existing process, its volume, the people involved and the outcome you want. Ask how the agency decides whether AI is appropriate. Some tasks need a reliable integration or a simpler process. You should be able to understand the recommendation without knowing the model names.
Look for evidence of delivered work
Ask to see a relevant interface and a clear explanation of the problem, build and outcome. Separate an illustrative demo from a client project, and a measured result from an estimate. If a result is quoted, ask what was measured, over what period and against which baseline. Confidentiality may limit what can be shared; it does not make an unsupported claim evidence.
Compare a written scope
Request deliverables, dependencies, exclusions and acceptance criteria. Identify what your team must provide and who owns each decision. Ask how changes are handled if discovery reveals a missing integration or poor source data. A short, bounded first project can make the collaboration easier to assess.
Understand ownership and access
Clarify who owns the code, accounts, workflow configuration and documentation under the proposed agreement. Ask how your team would operate the system if the relationship ended. Confirm which third-party products are involved and how access is provided and removed. These points should be specific to your proposal.
Discuss the less impressive moments
Ask what happens when the system gives an incorrect answer, an integration fails or the usual reviewer is away. Request a walkthrough of logging, escalation and recovery. A system that supports business operations needs an operating process as well as a polished demonstration.
Make training and support part of the decision
Find out what staff training, runbooks and post-launch support include. Identify the person accountable after handover and how new issues are prioritised. Compare ongoing costs as well as the build fee. Azen’s project pages and consulting service provide a starting point for discussing these questions with us.
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