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.
Clear scope before work begins
Initial setup.
Ongoing monthly service.
Both are quoted after we understand your team, tools, and intended uses. You receive a written scope and price before technical work starts.
Discuss your AI service scopeBuilt around your business: Covered users and tools, available admin access, training needs, and the complexity of the pilot determine the quote.
Included by agreement: Setup deliverables, monthly reviews and reporting, quarterly training, and the owner review cadence described above.
Priced separately unless listed: Vendor licenses, AI usage charges, custom development, integrations, major permission cleanup, additional training, and on-site travel.
Fits alongside managed IT: Add a defined AI scope to your PBM relationship, or coordinate with your existing IT provider. AI management is not automatically included in an existing protection plan.
Compare PBM IT and security plansQuestions 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?
The initial setup and recurring monthly service are quoted separately after the introductory call and scope review. Your proposal identifies covered users and tools, session lengths, review frequency, responsibilities, and any implementation allowance. Vendor subscriptions, AI usage charges, custom integrations, and additional projects are priced separately unless explicitly included. Managed AI is not automatically included in PBM's existing IT or security plans.
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