Know which tools belong at work
Document the AI tools your team reports using, business accounts, owners, approved uses, and the data each tool should handle.
Managed AI governance & enablement • Polson, Montana
Put AI to work.
Keep people in control.
Give your team approved tools, clear data rules, and practical training. PBM helps you start with a useful task, then reviews access, adoption, and open risks through an ongoing monthly service.
Talk AI with Brady — Free 15-Minute CallOpens PBM's IT Risk Call calendar. Introductory conversation; technical review is scoped separately.
Your team should know what is allowed—and how to get useful results.
If staff are trying AI without shared rules, or licenses are sitting unused, start with a manageable plan. Brady helps connect the business need to the tools, training, and follow-through.
Give people clear data rules
Set practical rules for confidential information, account access, human review, and approval of new tools. Record exceptions and who can approve them.
Help staff use AI well
Practice useful tasks with approved tools and sample data. Teach employees to check output, spot mistakes, and keep a person responsible for the final decision.
Setup + recurring management
What PBM delivers
One ongoing service with a defined scope. Your proposal lists the users, tools, data sources, session lengths, and responsibilities covered.
Initial setup
Establish the starting point
- Inventory agreed AI tools, accounts, licenses, and business uses.
- Review available data settings and access, including Microsoft 365 permissions where relevant.
- Create an approved-tool register, practical AI use policy, and prioritized action list.
- Run an introductory staff session and one agreed workflow pilot using sample or approved data.
Every month
Keep decisions and access current
- Review reported tool changes, available usage information, access changes, and license needs within the agreed scope.
- Update the tool register, policy exceptions, and open actions.
- Deliver a written AI review: what was checked, evidence dates, gaps, and the next three priorities.
- Hold a short owner review to resolve questions and agree the next steps.
Every quarter
Build useful habits
- Refresh staff training around real questions, new risks, and approved uses.
- Review the pilot workflow and decide whether to improve, expand, or stop it.
- Review policy, adoption, and license value with your business owner or designated lead.
- Plan any additional implementation as a separately agreed project.
Reviews use the agreed sources and available access. Missing evidence is marked Not yet verified; a review does not certify that every AI tool or data use has been discovered.
Practical enablement
Start with one task your team already does.
Choose a small pilot: draft a routine customer reply, turn approved notes into an action list, or create an internal procedure from sample material. These are examples to scope together.
Record the starting effort, check accuracy, and include the time spent reviewing the output. Expand only when the results justify it. Custom integrations and autonomous actions need a separate implementation scope.
A useful monthly AI review answers:
- Which tools and uses are approved, and what changed?
- Which access and data settings were checked, and when?
- What is verified, needs attention, or is not yet verified?
- What did the pilot show about effort and quality?
- What are the next three actions, who owns them, and when are they due?
This describes the reporting format, not a client result or a completed assessment.
Start with something useful
See what responsible AI use looks like.
Use the checklist for a team conversation, then see how a monthly review keeps decisions and open actions visible. Both resources are available without a form.
Writing your team's rules? Read the small-business AI acceptable-use-policy guide.
AI readiness checklist
Ten questions about tools, accounts, data, human review, and one useful pilot. Mark what you know and bring the open questions to Brady.
Open the printable checklistMonthly AI review sample
An illustrative tool register, evidence log, pilot decision, and next three actions. See what monthly follow-through can include within an agreed scope.
View the sample monthly reviewA practical first step with ongoing follow-through
Managed AI Starter
Up to 10 staff, two approved AI tools, and one business organization. Delivered remotely.
For a small team starting with routine drafting, summaries, or internal procedures using sample information. Your team gets clear rules, one guided pilot, and a written monthly review.
$299 / month
Plus $995 one-time setup
USD. Vendor licenses, usage charges, and applicable taxes are additional. AI management is a separate service from PBM protection plans.
Ask about Managed AI StarterFree 15-minute introductory call. No purchase or technical review occurs when you book.
Set the foundation
Up to six hours of remote setup work in total
- An inventory of the two agreed tools, business accounts, owners, and approved uses.
- A review of available account settings and access; missing evidence stays visible.
- An approved-tool register, a practical AI acceptable-use policy draft, and one revision after owner review.
- One 45-minute team introduction and one 45-minute guided pilot session using sample or non-sensitive data.
- A written starting review with the next three actions and responsible owners.
Keep the decisions current
Up to two hours of service per month in total
- One written review of reported changes, available account information, and open actions for the two covered tools.
- Updates to the tool register, policy exceptions, and next three priorities.
- One 20-minute owner review each month.
- One 30-minute remote staff refresher each quarter, scheduled within that month's service allowance.
How the allowance works: Preparation, checks, documentation, meetings, and the scheduled quarterly refresher all count toward the stated hours. Unused monthly time does not roll over. PBM confirms that the listed deliverables fit your starting scope before you sign; if they do not, you receive a custom quote. Additional work requires written approval and pricing before it starts.
Not included: Vendor subscriptions or API usage; a full Microsoft 365 permissions audit or cleanup; custom automation, agents, or integrations; connecting sensitive client data; legal/compliance approval; incident response; general IT help desk; on-site travel; or additional training and pilots.
Before work begins: You name a decision-maker and arrange access to agreed records. Your business approves the policy and data rules. PBM documents available evidence and gaps; this is not continuous monitoring of every employee or a compliance certification. The agreement confirms scope, billing start, service term, cancellation, and support arrangements.
More than 10 staff, more than two tools, multiple organizations, connected business data, or a more complex workflow? We will scope and price that separately.
Explore the readiness checklist, sample monthly review, and AI policy guide before your call.
Questions before you start
What is managed AI governance and enablement?
Governance means agreeing which AI tools people may use, what information they may enter, who has access, and who checks the results. Enablement means helping staff use those tools on useful tasks. PBM combines the initial setup with monthly oversight and quarterly training so those decisions stay current.
Who is this service for?
Small businesses and nonprofits that are using AI, considering Microsoft 365 Copilot, or seeing employees try tools on their own. PBM is based in Polson and serves Lake County and western Montana, with remote delivery where appropriate. We start with your team, current tools, and one practical business need.
Which AI tools can PBM help us review?
We can scope a review around Microsoft 365 Copilot, ChatGPT, Gemini, and other tools your team uses. Available administration, reporting, retention settings, and data protections vary by vendor, account type, and license. PBM confirms what can actually be checked before agreeing coverage; this is not automatic visibility into every employee's AI activity.
What does it cost, and are licenses included?
Managed AI Starter is $995 for initial setup plus $299 per month, in USD, for up to 10 staff, two agreed AI tools, and one organization. Remote setup includes up to six hours of PBM work; recurring service includes up to two hours each month for the stated reviews, owner call, documentation, and any scheduled quarterly refresher. Licenses, usage charges, remediation, integrations, and extra work are separate. PBM confirms fit, deliverables, billing start, term, and cancellation conditions in a written agreement before work begins. Managed AI is separate from existing IT/security plans and AI Search Visibility.
Can employees enter client, patient, financial, or confidential data?
Start with sample or non-sensitive data. Before sensitive information is used, your organization must approve the particular tool, account, data use, and access settings. PBM helps document the technical review and unresolved questions. Your responsible business, legal, or compliance lead approves the use; an AI policy alone is not a guarantee of security or regulatory compliance.
How do you measure whether AI is helping?
Choose one repeatable task, record a baseline, and compare task time, corrections, and output quality during a small pilot. Include the human review time and license cost. Any reported improvement is based on your observed results; PBM does not promise a percentage saving or replace professional judgment with AI output.
Can PBM work with our current IT provider?
Yes, where access and responsibilities can be agreed. Your internal team or current provider can remain responsible for IT operations while PBM handles the defined AI review, policy, training, and reporting work. We document who approves changes and who implements them before work starts.
Is this the same as MIP or AI Search Visibility?
No. Managed AI addresses how your staff use AI tools and business data. MIP concerns security intelligence and monitoring. AI Search Visibility concerns how your business appears in AI-assisted search. Each has its own scope; one service does not automatically include the others.
Does the free call include an AI audit or ongoing support?
The free 15-minute call is an introductory conversation with Brady, using PBM's existing IT Risk Call calendar. We discuss your tools, concerns, and next step. Technical checks, configuration work, training, and ongoing support begin only after scope and pricing are agreed. Support hours and escalation are defined in the service agreement.
Looking for another service? Explore managed IT, security intelligence, or AI Search Visibility.
Start with a conversation
Talk through your next IT, security, or AI decision.
The free 15-minute call helps identify your concerns and a practical next step. Technical checks and written findings are scoped and priced separately before work begins.
Topics we can discuss:
Dark web exposure
Email security
Microsoft 365
DNS and website
Backups
Cyber insurance readiness
AI tools and data use