Designing for AI Without Chasing It
- Rashmi Kulkarni

- 5 hours ago
- 3 min read

Over the last three weeks, we’ve tried to take the noise out of the AI conversation.
Week 1: AI isn’t a cure. It’s a diagnostic.
Week 2: AI breaks first where work is unclear.
Week 3: AI only creates leverage when the right conditions exist.
Now comes the real question:
How do you design for AI without turning your business into a lab?
Here’s a simpler way to think about it.
Stop thinking of AI as a tool. Think of it as a new hire.
When you hire a smart person, you don’t throw them into the business and hope they “figure it out”.
You give them:
a role
boundaries
access
supervision
rhythm
Most SMEs are doing the opposite with AI. They buy a tool, share logins, and feel surprised when:
responses sound polished but don’t match reality
customers get updates operations can’t fulfil
teams quietly bypass the system to protect themselves
That’s not AI failing. That’s poor onboarding. AI doesn’t need motivation. But it still needs a seat in your operating system.
The Mistake
The pattern we’re seeing is predictable. A leader introduces AI for relief. The team uses it for drafts and summaries. Then someone lets it touch real commitments … pricing, timelines, approvals. And stress follows. Not because teams fear AI. Because they fear being blamed for AI’s output.
When process clarity, input ownership, and decision rights are fuzzy, AI feels unsafe. So people hedge. Double-check. Keep the old system alive in parallel. So, the real question isn’t “How do we adopt AI?”
It’s: How do we create a structured place where AI can help without creating chaos?
The sequence
If you remember one line from this series, let it be this:
Capability → Automation → Intelligence.
Not as a lecture. As protection.
You don’t want AI to become a second operating system running on guesses.
Here’s what good sequencing looks like.
Step 1: Build one “AI lane”
Don’t launch AI everywhere. Pick one lane of work where:
the process is repeatable
errors are visible
ownership is clear
For example:
enquiry → quote → order confirmation
vendor purchase → invoice approval
support ticket → resolution
Choose one.
This isn’t about “starting small”. It’s about learning safely.
Step 2: Give AI a job description
A simple rule works:
AI can draft. Humans decide.
AI can:
draft replies
summarise calls
create first versions
AI should not:
commit delivery dates
approve payments
override pricing
The moment AI starts “deciding” in a system where decision rights are unclear, confusion follows. When boundaries are explicit, resistance drops. People feel protected.
Step 3: Define only the data that truly matters
Data discipline doesn’t mean cleaning everything. It means defining what must be correct for that one lane. If you’re using AI in order fulfilment, then ensure:
one customer master
one SKU naming rule
one pricing logic
one rule for promised dates
That’s it. You don’t need perfect data. You need owned critical data. Without it, AI becomes a confident guesser.
Step 4: Install a review rhythm
This is what separates experimentation from leverage. If you introduce AI and never review its use, two things happen:
small mistakes compound
trust erodes quietly
Instead, create a simple rhythm:
Once a week, review 5–10 AI-assisted cases.
Where did it help?
Where did it mislead?
What input was missing?
Adjust the process. When this rhythm exists, AI improves with the business instead of drifting away from it.
What to Fix
You don’t need a grand AI roadmap. Set one clear objective: Make one lane of your business legible.
Legible means:
the work has a defined shape
inputs have an owner
decisions have boundaries
reviews happen on time
Once work is legible, AI becomes useful naturally. Not because you chased it. Because it finally has something stable to sit on.
A Calm Close
Chasing AI creates short bursts of excitement and long-term fatigue. Designing for AI creates quiet confidence. The difference isn’t technology. It’s sequence. So instead of asking, “Which AI tool should we adopt next?” ask: Where in our business are we ready to multiply clarity? Because AI will multiply whatever you give it. Make sure it’s something worth multiplying.
(The writer is the CEO of PPS Consulting and quite passionate about helping SMEs make the right decisions and not costly ones. She can be reached at rashmi@ppsconsulting.biz)





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