Service
Embedded AI Team for UK Businesses: We Work Inside Yours, Measure the Work, Then Build
An Embedded AI Team puts a HAeX specialist inside your business for about 1 to 2 months. They learn your work and measure where the hours go. Their Hours and Skills Report says what to automate, how many hours the work takes and which skills it needs. As your AI implementation partner, we can then build the automations and train your staff. We automate tasks, not people. Price is scoped on a call.
It is a HAeX specialist who works inside your business for a set period. They learn how your people really spend their time, then tell you in writing what to automate. It is how HAeX works as an AI implementation partner: close to the work, not above it.
What is an Embedded AI Team?
Most AI advice starts from interviews and guesses. This starts from the work itself. The specialist sits with your staff and learns your tools. They set up AI tools that capture which tasks happen and how long each one takes.
You finish with the Hours and Skills Report, a plain document you can plan your team around. After that, you choose whether HAeX builds the automations and trains the rest of your staff.
The order is simple: embed, measure, report, then build and train. We automate tasks, not people.
- 30 minFree first call
- 1 to 2 monthsA specialist inside your business
- 2022Working with AI since
Which businesses is it right for, and which is it not?
It suits UK firms of about 10 to 15 staff and above that want real numbers on their repeat work before they spend on AI. It works for small, mid sized and enterprise teams, and you speak directly with the right person.
Right size
About 10 to 15 staff or more, with repeat work that nobody has measured yet.
Real numbers first
You want to plan your team and your tools from evidence, not from guesses.
Teams of up to 10
The AI Booster is the lighter, fixed price fit for a team that small.
Not a staff ranking
The report shows roles and skill sets. It never names or ranks individuals.
Not a promise of savings
We commit to the report and the agreed measures, not to business results.
Not without telling staff
Nothing starts until your people have been told what we capture and why.
Not sure where you stand? Try the free AI Readiness Assessment first.
Embedded AI Team or AI Booster: which is right for me?
Choose the AI Booster for a team of up to 10 that wants assistants, training and quick wins in four weeks. Choose the Embedded AI Team when you want the real work measured from inside first. It suits a firm of about 10 to 15 staff and above.
| Item | AI Booster | Embedded AI Team |
|---|---|---|
| Best for | One team of up to 10 people | A firm of about 10 to 15 staff and above |
| Length | Four weeks | About 1 to 2 months for 10 to 15 staff, scoped on a call for larger firms |
| Who does the work | HAeX sets up tools and runs sessions with your team | A HAeX specialist works inside your business, or a small team for a bigger firm |
| Main output | Role assistants, quick win automations, training, AI use policy | The Hours and Skills Report, then the option to build and train |
| How hours are counted | A one week time log, before and after | Task, tool and time data across the business, summarised by role |
| Price | From £3,500 for a team of up to 10 | Scoped on a call, a fixed fee per phase, agreed in writing |
A firm of exactly 10 can start with either. If you want the work measured from inside before you decide anything else, choose the Embedded AI Team.
A one off AI workflow audit lists ideas from interviews. AI strategy consulting gives you advice and a plan. The Embedded AI Team measures the work itself, and it stays for the build if you want that. The AI Booster's one week time log has its own page, process optimisation. This is the deeper, done with you version.
What happens in each of the four phases?
There are four phases: embed, measure, report, then build and train. You can stop after the report.
- 1
Embed
A HAeX specialist joins your business, sits with your staff and learns your tools and your work. Before this starts, we complete a data protection impact assessment with you, and your staff are told.
- 2
Measure
The specialist sets up AI tools that capture task, tool and time data. They show which tasks repeat and how long each one takes.
- 3
Report
You receive the Hours and Skills Report by the agreed date. We then hold a review meeting to go through it with you.
- 4
Build and train
If you want it, HAeX builds the automations and agents, and trains the rest of your staff. This phase has its own scope and fixed fee.
The build uses our AI Automation, AI Development and AI agents development services, in the order the report suggests. The training uses our AI training service.
Embedded AI team
What is in the Hours and Skills Report?
The Hours and Skills Report shows where your hours really go and which tasks to automate. It also shows how many hours of each skill set the work needs. You can use it to plan your team and move people to better work.
Hours by task
How long each repeat task takes across the business, summarised by role.
Tasks to automate
A ranked list, with the hours involved and how easy each one is to build.
Tasks to assist
Work where AI helps a person who stays in charge of the result.
Tasks to keep human
Work that needs judgement, relationships or care, with the reason.
Hours by skill set
How many hours of each skill set the work needs, so you can plan your team.
Capacity for other work
Hours that could go to better work, and where your own needs are not yet met.
A build plan
What to build first, in what order, and what training each role needs.
The report names roles and skill sets, never individuals.
Here is an illustrative example with assumed figures. It is not a client result.
| Task | Hours a week | Skill set | Suggested route |
|---|---|---|---|
| Chasing clients for documents | 14 | Admin | Automate |
| Entering invoice data | 11 | Finance admin | Automate |
| Drafting client updates | 9 | Client contact | Assist with AI |
| Reviewing complex cases | 6 | Specialist judgement | Keep human |
In this example the work adds up to 40 hours a week across four skill sets. Of those, 25 hours are candidates for automation, 9 suit an AI assistant and 6 stay with a person. Your report uses your own measured figures.
Want a first estimate before you call? The Staff Time and Cost Calculator turns hours into pounds. The Workflow Automation Map shows which steps of a process could be automated.
How long does it take for a team of my size?
For 10 to 15 staff, it takes about 1 to 2 months with one specialist. Larger firms get a small team with different skill sets, and we scope the length on a call.
| Size of firm | Who works inside | Length | How we scope it |
|---|---|---|---|
| 10 to 15 staff | One HAeX specialist | About 1 to 2 months | The whole team is measured |
| 16 to 50 staff | A small team with different skill sets | Scoped on a call | We agree which teams to measure and which skill sets are needed |
| 51 staff and above | A larger team, with skill sets matched to the work | Scoped on a call | We agree the order of teams on the call and measure them in phases |
The length depends on how many teams we measure and how varied the work is. We confirm it in writing before we start.
What data do you collect, and what do you never collect?
We collect task, tool and time data only, and we summarise it by role. We never collect keystrokes, screen recordings, webcam images or the content of messages.
Collected
Task, tool and time data only: which task, in which system, for how long.
Never collected
No keystroke logging, no screen recording, no webcam and no message content.
Summarised by role
The report shows roles and skill sets, never individuals.
Told first
Staff hear what is captured, why and for how long before it starts.
Deleted
Raw data is deleted after the report is handed over.
Assessed first
We complete a data protection impact assessment with you before any capture.
Read more about AI governance and compliance, or draft a first policy with our AI policy and DPIA builder. HAeX is not a law firm, so take your own advice on employment questions.
We automate tasks, not people. The report shows where the hours go and which skills the work needs. You can then plan your team with real numbers and move people to better work.
What does this mean for my people?
Many repeat tasks take hours from people who could be doing work that needs judgement, care or a relationship. The report shows which tasks those are.
It is not a performance review. It names roles and skill sets, never individuals, and it does not rank anyone.
What you do with the report is your decision. HAeX is not a law firm, so please take your own advice on employment questions.
Embedded AI team
What does an AI implementation partner commit to in writing?
We commit to three things in writing. They are the Hours and Skills Report by an agreed date, the measures we agree at the start, and a review meeting. We make no promise about business results.
The report by an agreed date
The date is in the written scope before work starts.
The measures agreed at the start
What we count, over which period and for which teams, written down before we begin.
A review meeting
We go through the report with you and answer your questions.
No promise on results
We do not promise savings or any business result. We promise the work and the measures.
A HAeX specialist does the work and is accountable to you for those three things. In a larger firm, a small team with different skill sets shares it.
What does it cost, and what happens next?
The price is scoped on a call and agreed in writing before work starts. Each phase has a fixed fee.
We do not publish a price. It depends on the size of your firm, how many teams we measure and which skill sets are needed. The first call is free.
Build and train are separate phases with their own scope and fee. You decide after the review meeting whether HAeX does them.
- 1
Discovery call
30 minutes. You tell us who works in the business and what takes their time.
- 2
Written scope
We confirm the teams, the measures, the dates and the fee for each phase in writing.
- 3
Assessment and notice
We complete the data protection impact assessment with you, and your staff are told. Then the specialist starts.
Your questions, answered
How long does an Embedded AI Team stay with us?
About 1 to 2 months for a firm of 10 to 15 staff. For larger firms we scope the length on a call.
Who is the specialist?
A HAeX specialist who works with your staff, learns your tools and is accountable for the report. For a larger firm, it is a small team with different skill sets.
What happens to our data?
We collect task, tool and time data only, summarised by role. We handle it for the report, under a written agreement with you. Raw data is deleted after the report is handed over.
Will our staff be monitored?
No. We do not log keystrokes, record screens or webcams, or read messages. Staff are told before it starts, and the report shows roles, never individuals.
Is the report a staffing plan?
It is evidence for one. It shows where the hours go and which skills the work needs. The decisions are yours, and HAeX is not a law firm, so take your own advice on employment questions.
Do we have to buy the build and training?
No. Each phase has its own fixed fee, agreed in writing before it starts. You decide after the review meeting.
Will the specialist need access to our systems?
Only to what the measuring needs. You decide what to grant, and we agree the list before we start.
Can we start with the AI Booster instead?
Yes, for a team of up to 10. The AI Booster is four weeks and has a published start price.
What happens on the call
- 1
You tell us about your business, the teams and the tasks that take the most time
- 2
We say whether the Embedded AI Team or the AI Booster fits better
- 3
You leave with a clear next step and an idea of how the scope would work
It is 30 minutes with one of our consultants, with no slides.
Prefer to talk first? Call 07435 708864.
What you now know
- An Embedded AI Team puts a HAeX specialist inside your business to measure the work.
- It suits firms of about 10 to 15 staff and above.
- The AI Booster is the lighter fit for a team of up to 10.
- Four phases: embed, measure, report, then build and train.
- The Hours and Skills Report shows hours by task and by skill set.
- One specialist takes about 1 to 2 months for 10 to 15 staff.
- We collect task, tool and time data only, and delete the raw data afterwards.
- We automate tasks, not people, and the report never names individuals.
- We commit to the report, the agreed measures and a review meeting.
- The price is scoped on a call and agreed in writing before work starts.
Talk through an Embedded AI Team for your business
The first call is free. We confirm the teams, the measures and the dates in writing before any work starts.