# 3. Roadmap Presentation **Outcome:** Client walked through the AI Roadmap, objections handled, either proposal sent for signing or follow-up cadence established **Trigger:** AI Roadmap generated, quality-reviewed, and handed off to sales **Duration:** 2-3 hours total (prep + call + follow-up) *** ### Quick Reference | Step | Action | Time | | ---- | --------------------------------- | ---------------- | | 1 | Send roadmap PDF in advance | 5 min | | 2 | Run the presentation call | 45-60 min | | 3 | Handle objections | Included in call | | 4 | Close or schedule follow-up | 5 min | | 5 | Post-presentation follow-up email | 15 min | **Key principle:** Present live first, send PDF after. A live presentation lets you control the narrative, read reactions, and answer questions in real-time. *** ### Full Guide #### Step 1: Send Roadmap PDF in Advance (5 min) Send the PDF 24 hours before the presentation call. This gives the client time to read it and form questions -- the call is more productive when they're not seeing it for the first time. ``` Subject: Your AI Roadmap -- See You Tomorrow Hi {Name}, Attached is your AI Roadmap. I'd recommend reading through it before our call tomorrow -- it covers every automation opportunity I identified, with time savings estimates and a phased implementation plan. On the call I'll walk you through the key sections, answer any questions, and we can talk about which workflows to prioritize. See you at {time}. Cheers, Mac The Entourage AI ``` #### Step 2: Run the Presentation Call (45-60 min) **Presentation Structure:** | Section | Time | What to Cover | | ------------------------ | ------ | -------------------------------------------------------------------------- | | Check-in | 5 min | "Did you get a chance to look through the roadmap? Any initial reactions?" | | Executive Summary | 5 min | Total opportunity: X hours/week saved, $Y annual value. Big picture. | | Current State | 10 min | Walk through their processes as documented. Confirm accuracy. | | Automation Opportunities | 15 min | For each: what changes, what stays the same, what it saves. | | Implementation Plan | 10 min | Phased approach. Phase 1 quick wins, Phase 2 complex. Timeline. | | Investment & ROI | 5 min | Cost vs. projected savings. Payback period. | | Next Steps | 10 min | Proposal, timeline, questions. Close or schedule follow-up. | **Key presentation principles:** * **Lead with their pain.** "You told me Maddy spends 20 hours a week on product listings -- here's how we fix that." * **Use their words.** Quote from the discovery call. They feel heard. * **Show, don't tell.** If possible, show a similar workflow running for another client (anonymized). * **Underpromise on automation percentage.** Say 80-90% automated, not 100%. The remaining 10-20% is human oversight, and that's a feature, not a bug. * **Make the ROI tangible.** "That's {person} getting 15 hours a week back to focus on {what they said they'd rather be doing}." *** #### Preparation Checklist Before the call, prepare: 1. **Key numbers** -- total annual savings (conservative), hours/week recovered, number of opportunities 2. **Story arc** -- business context -> current pain -> what's possible -> recommended first steps -> ROI 3. **Anticipated questions and answers:** * "How long does each workflow take to build?" -- \~6 weeks per workflow, 2 running in parallel * "What do we need to provide?" -- API access/credentials, 1-2 hours for an SOP workshop, a point of contact * "What happens if something breaks?" -- Slack error alerts, monitoring dashboard, ongoing support via AI Accelerator * "Can we start with just one?" -- Yes, but we recommend 2 because the infrastructure setup carries over * "What's the investment?" -- depends on scope, but reference the roadmap's timeline estimates *** #### Step 3: Handle Objections | Objection | Response | | ----------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | "The ROI numbers seem high" | "Those are based on the hours and rates you gave me on the call. Want to walk through the math together? If we adjust {variable}, the number comes to {adjusted}." | | "What if the APIs change?" | "That's covered by the AI Accelerator -- ongoing monitoring and maintenance. If a platform changes their API, we update the workflow." | | "Can we start with just one workflow?" | "Absolutely. I'd recommend starting with {highest-ROI workflow} -- it has the fastest payback. We can add more workflows later." | | "The timeline feels aggressive" | "The build itself takes 2-4 weeks. But you'll have input along the way -- we don't disappear and come back with something you've never seen." | | "We need to think about it" | "Of course. What specifically are you weighing up? I want to make sure you have everything you need to make the decision." | | "Can you do it cheaper?" | "The pricing reflects the custom development and ongoing support. Where would you need the number to be? Let's see if we can adjust scope." | | "We tried automation before and it didn't work" | "What happened? (Listen.) We're different because we build around your specific processes, not a generic template. And we stay on as ongoing support." | *** #### Step 4: Close or Schedule Follow-Up **If they're ready to proceed:** 1. Send the proposal for signing (same day) 2. Schedule onboarding for within a week 3. Transition to [Client Setup](https://internal-docs.theentourageai.com/ai-automator/client-setup) **If they need time:** Set a specific follow-up date. Do not leave it open-ended. **Follow-up cadence:** | Day | Action | | ------- | ----------------------------------------------------------------------------- | | Day 3 | Email follow-up (template below) | | Day 7 | Phone call or text | | Day 14 | Final email: "I'll leave the roadmap with you -- reach out when you're ready" | | Day 30+ | Move to quarterly check-in list | *** ### Email Templates #### roadmap-ready **When to send:** After presentation call, within 24 hours ``` Subject: {Company} AI Roadmap -- Next Steps Hi {Name}, Great speaking with you today. Attached is the full AI Roadmap we walked through. Key takeaways: - {X automation opportunities} identified, totaling {$Y} in estimated annual savings - Recommended kickoff: {Workflow 1} and {Workflow 2} -- ~12 weeks to operational - {Specific pain point they reacted to} -- this alone saves {hours/week} To get started, we'd need to: 1. Confirm which workflows to prioritize 2. Schedule a 60-minute SOP workshop with your team 3. Collect API credentials for your platforms Happy to answer any questions. What workflows are you most keen to tackle first? Cheers, Mac The Entourage AI ``` *** #### roadmap-follow-up **When to send:** Day 3 if not closed ``` Subject: Following Up -- AI Roadmap for {Company} Hi {Name}, Just checking in on the AI Roadmap. I know you mentioned wanting to {what they said -- discuss with partner, review budget, etc.}. Happy to jump on a quick call if any questions have come up, or if you want to adjust the scope to start smaller. No pressure -- just want to make sure you have what you need. Cheers, Mac The Entourage AI ``` *** ### Handoff to Sales Before the presentation call, hand off the completed roadmap to the sales rep: 1. **Deliver `AI-ROADMAP.pdf`** to the sales rep who owns the client relationship 2. **Include key talking points:** * Total annual savings (conservative estimate) * Number of automation opportunities identified * Recommended kickoff workflows (and why) * Biggest client pain points (in their words -- use quotes from interviews) * Any red flags or concerns to be aware of 3. **Handoff message format:** ``` Here's the completed AI Roadmap for {Company}. Key numbers: - {X} automation opportunities identified - {$Y} estimated annual savings (conservative) - Recommended start: {Workflow 1} and {Workflow 2} -- biggest ROI, fastest payback Client pain points (their words): - "{Direct quote about biggest pain}" - "{Direct quote about second biggest pain}" Watch out for: - {Any concerns -- budget constraints, platform changes, key person leaving} PDF attached. Let me know if you need anything else for the presentation. ``` *** ### Handoff to AI Automator When the client confirms scope: 1. **Client selects workflows** from the roadmap to build (typically 2-5) 2. **Get confirmation in writing** (email is fine) 3. **Update client records** -- change stage to `ai-automator`, add confirmed workflows 4. **Run onboarding setup:** * Credential checklist -- creates Google Sheet for credential collection * SOP workshop prep -- prepares workshop materials * Slack channel setup -- creates error logging channel 5. **Schedule SOP workshop** -- 60-minute call to document current processes From here, follow the [AI Automator](https://internal-docs.theentourageai.com/ai-automator/ai-automator) SOPs starting with [Client Setup](https://internal-docs.theentourageai.com/ai-automator/client-setup). *** ### Common Issues | Issue | Resolution | | ----------------------------------------- | ---------------------------------------------------------------------------------------- | | Client hasn't read the roadmap | Adjust the call -- spend more time on the walkthrough, less on Q\&A | | Client wants workflows not in the roadmap | "Great idea -- let me scope that and update the proposal. We can include it in Phase 2." | | Multiple decision-makers, not all on call | Offer to send a summary email they can forward, or schedule a second call | | Client loves it but budget is tight | Propose a phased approach -- start with 1-2 workflows, add more as ROI proves out | | Client ghosts after presentation | Follow the cadence above. After Day 14, stop chasing -- they know where to find you | *** ### Verify * [ ] Roadmap PDF sent in advance (24 hours before call) * [ ] Presentation call completed * [ ] Objections addressed * [ ] Either: proposal sent for signing, OR follow-up date set * [ ] Post-presentation email sent within 24 hours * [ ] Next step is clear (onboarding date or follow-up date) **Next:** [Client Setup](https://internal-docs.theentourageai.com/ai-automator/client-setup) (if closed) or follow-up cadence (if not)