AEGIS · Module 5 · Cadence
Artifact 5.2
Adoption Playbook
Move approved workflows from pilot to durable, measured usage without stalling in “training complete, no one uses it.”
- Client
- [CLIENT NAME]
- Engagement
- [ENGAGEMENT ID]
- Version
- v1.0
- Issued
- 2026-05-18
Delivered by TechFides under the AEGIS Governance Operating Services engagement. This document is proprietary to the client named above. Redistribution beyond the engagement steering committee requires written consent.
Purpose
The Adoption Playbook is the operational plan for turning a governed workflow (per Artifact 4.1) into measured daily practice. It defines the stages, owners, communications, enablement assets, success thresholds, and drop-off triggers that move a workflow from approved to embedded. Without a playbook, workflows launch, training is delivered, and usage quietly flatlines within 6 weeks — a pattern we have seen in every AI program that skipped this step.
Five Stages of Adoption
Intent — A named stage lets every stakeholder speak the same language about where each workflow is and what they are waiting for.
Outcome: Target users know the workflow is coming, why it exists, and what changes for them.
Owner: AI Governance Lead + Function Head
Exit: ≥90% of in-scope users acknowledge pre-launch comms.
Outcome: Users complete role-based training (per Artifact 5.3), pass the competency check, and have access in their tools.
Owner: AI Governance Lead + L&D
Exit: 100% of in-scope users trained + credentialed; SSO and tool access confirmed.
Outcome: Users run the workflow at least 3 times with observable outcomes. Office hours + shadow support staffed.
Owner: Function Head + AEGIS Consultant
Exit: ≥70% of in-scope users have 3+ successful runs logged.
Outcome: Workflow is referenced in SOPs (per Artifact 4.3), used without prompting, and measured against baseline.
Owner: Function Head
Exit: Median cycle-time improvement tracked for 4 consecutive weeks. Usage ≥ 80% of expected volume.
Outcome: Workflow expands to adjacent teams, informs net-new workflows, feeds into the 12-Month Roadmap (Artifact 6.3).
Owner: Executive Sponsor
Exit: Scaled to ≥1 adjacent function OR decision to hold/retire documented at QGR.
Per-Workflow Adoption Plan
Intent — Every workflow launched under Module 4 gets its own instance of this plan. One page, one owner, one set of metrics.
| Field | Value | Guidance |
|---|---|---|
| Workflow ID | [WF-00] | Match the ID assigned in Artifact 4.1. |
| Workflow Name | [Workflow name] | Human-readable, matches SOP overlay in 4.3. |
| Function / Team | [Function] | Primary team running the workflow. |
| In-Scope User Count | [N] | Total users expected to run this workflow at steady state. |
| Adoption Lead | [Name] | Accountable for moving the workflow through all five stages. |
| Baseline Metric | [Metric + value] | Cycle time, error rate, throughput, etc. measured before launch. |
| Target Metric (Week 12) | [Metric + value] | What “working” looks like at end of Embed. |
| Launch Date | [YYYY-MM-DD] | Day 0. Awareness starts 2 weeks prior. |
| Current Stage | [Stage] | Updated weekly by Adoption Lead. |
| Exit Criteria Met | [Yes / No] | Current stage exit criterion — binary check. |
| Drop-off Triggers | [Conditions] | If X happens, escalate to Function Head + AI Governance Lead within 24h. |
| Retire / Hold / Scale Decision | [Decision] | Made at QGR based on trajectory. Never left undecided past Week 12. |
Communications Cadence
Intent — Adoption fails silently when users are not hearing from leadership. This cadence is the minimum viable drumbeat — add channels, do not subtract.
| Moment | Audience | Channel | Sender | Message Core |
|---|---|---|---|---|
| T-14 days | All in-scope users | Email + team meeting slot | Executive Sponsor | Why this workflow, what changes, what does not change, what is expected of you. |
| T-7 days | All in-scope users | Tool-native banner + Slack/Teams | AI Governance Lead | Training invitation, access date, office-hours schedule. |
| Launch Day (T+0) | All in-scope users + leadership | Short video from Sponsor + live demo | Executive Sponsor + Function Head | It is live. Here is the first output. Here is how to ask for help. |
| Week 1 | In-scope users | Slack/Teams digest | Adoption Lead | 3 usage tips, 2 wins, 1 known issue + fix. |
| Week 2 | In-scope users + managers | Manager office hours | Function Head | Live walkthrough of real outputs. Address objections directly. |
| Week 4 | All staff | Company all-hands slot | Executive Sponsor | Adoption numbers + one customer-visible result. |
| Week 8 + Week 12 | In-scope users | Adoption Lead 1:1s for stragglers | Adoption Lead | Targeted help for users below 2 runs/week. |
| QGR | Exec + Governance Board | Standing review per Artifact 5.1 | AI Governance Lead | Stage, metrics, decision. |
Enablement Assets
Intent — The assets below are required before Awareness opens. Missing assets are a launch-blocker, not a nice-to-have.
1-Page Workflow Brief
Adoption Lead · PDF
Before/After picture of the work, who runs it, what decisions they still make, links to SOP overlay.
3-Minute Demo Video
Adoption Lead + Subject-Matter User · MP4 / Loom
Real screen-recording of a successful run. No marketing gloss. Captions required.
Role-Based Training Module
L&D + AI Governance Lead · LMS course
Per Artifact 5.3. Includes competency check with pass threshold.
Quick-Reference Card
Adoption Lead · PDF, 1 page both sides
Inputs, outputs, caveats, escalation path, the three most common failure modes.
Office-Hours Schedule
Adoption Lead · Calendar invite
2× 30-min slots / week for first 6 weeks. Drops to 1× / week in Embed.
Drop-Off Playbook
AI Governance Lead · Internal doc
If usage falls below threshold, what we do in week 1, week 2, week 4. Pre-decided.
Success Story Template
Adoption Lead · Slide + Slack post
Plug-and-play format to capture and broadcast wins within 24h of the moment they happen.
Feedback Loop Channel
Adoption Lead · Slack/Teams channel + form
Named channel per workflow, monitored daily, response SLA published.
Adoption Metrics
Intent — Four metrics. Reviewed weekly during Activation + Embed, monthly at Scale.
Reach
Definition: Share of in-scope users who have run the workflow ≥1 time.
Target: ≥95% by end of Activation.
Watch for: Reach stalls below 70% → enablement gap or tool-access issue.
Frequency
Definition: Median runs per active user per week.
Target: Meets or exceeds the volume assumed in the Value case (Artifact 3.3).
Watch for: High reach but low frequency → workflow is not winning on the job.
Outcome
Definition: Baseline-to-current delta on the target metric (cycle time, error rate, throughput, etc.).
Target: Per-workflow target set in Section 3 above.
Watch for: No outcome movement by Week 8 → rework workflow design, do not just retrain users.
Sentiment
Definition: User Net-Promoter-style score + two open-ended prompts, sampled monthly.
Target: Positive net sentiment by end of Embed.
Watch for: Negative sentiment alongside rising usage = mandated tool. Address trust, not just throughput.
Drop-Off Response Protocol
Intent — Pre-decided moves. When adoption slides, the plan runs itself — no waiting for the next steering committee.
Reach <70% by end of Week 2
Adoption Lead + Function Head meet within 48h. Diagnose: access, training, or clarity. Re-run enablement for the affected cohort within 5 business days.
Frequency drops >30% week-over-week after Week 6
Adoption Lead surveys 5 active + 5 inactive users within 1 week. Findings presented at next QGR with a Hold / Rework / Retire recommendation.
Outcome gap >50% vs target at Week 8
Workflow owner (per 4.1) presents root-cause at QGR. Default posture is rework the workflow, not the training. 30-day improvement window.
Sentiment net-negative at Week 4
Executive Sponsor runs a listening session within 10 business days. Communications re-issued addressing named concerns.
Incident tied to this workflow
Invoke AI Incident Runbook (Artifact 2.6). Adoption pauses until incident is closed. No exceptions.
Regulatory & Framework Mapping
Intent — Adoption is where governance becomes observable behavior. These frameworks all expect evidence that controls are used, not just documented.