Achieving scalable, strategic impact with AI has shifted from an advantage to a necessity.
Achieving scalable, strategic impact with AI has shifted from an advantage to a necessity.
Effective AI deployment isn’t just about technology, but also process and pain point evaluation.
To optimize value, AI solutions must align with desired business outcomes.
Middle market organizations are moving quickly to integrate artificial intelligence in meaningful and measurable ways to deliver long-term value, enhance business performance and achieve scalable results. In today’s ever-changing business landscape, companies must leverage AI to target high-value use cases within their operations, such as forecasting, compliance and customer engagement. To establish the right strategic scope, leaders must confirm that their AI solutions align with their desired business outcomes. This requires integrating AI tools into existing systems and workflows to optimize adoption, enhance efficiency and create sustainable success.
How quickly has AI advanced in the middle market? The 2025 RSM Middle Market AI Survey: U.S. and Canada found that 91% of middle market executives are either formally or informally using AI in business practices. But 53% of organizations that have adopted and implemented generative AI believe they were only somewhat prepared to do so, and 70% using generative AI report they need outside help to get the most out of that tool.
Furthermore, 92% of executives experienced challenges with implementation and 62% of respondents said generative AI has been harder to implement than expected. Given the rapid growth of AI and the implementation challenges that can follow, companies must establish a well-defined, results-oriented AI strategy and roadmap that truly fits their needs.
RSM US Principal Jonas Melton, Managing Director Sean Indick and Director Craig Niemoeller recently shared strategic insights on implementing AI solutions that align with business goals, infrastructure and organizational culture during RSM’s webinar Deploying AI that fits: Strategic choices for scalable, sustainable impact.
Below, we take a look at key considerations for building an effective AI adoption strategy, from use case development and solution identification to identifying opportunities that drive growth, improve outcomes and deliver long-term value.
Deploying AI for scalable, strategic impact is quickly shifting from an advantage to a business necessity. Several trends contribute to successful AI adoption, including:
AI adoption is a transformational process and often fails when organizational readiness and user adoption are overlooked. In addition, data readiness remains a significant concern, especially in areas such as data cleanliness, structure and centralization. Therefore, breaking AI-driven outcomes into categories helps identify meaningful use cases and return on investment (ROI) opportunities.
In addition, understanding the different AI models can help align solutions to needs.
Many AI solutions are built using dedicated, layered architecture, though the exact structure may vary depending on the complexity and scope of the implementation. It is crucial to use trusted enterprise knowledge and facts when designing these AI solutions for correct, desired outcomes.
The design process involves the following steps:
These layers constantly interact through feedback loops—if an agent lacks context or requirements are not met, it requests additional information to refine the workflow and improve performance.
“There is a full spectrum of AI agents, from simple to highly advanced. Basic agents include generative tools that create text, audio or visuals and retrieval agents that pull information from SharePoint or internal knowledge bases, such as ChatGPT and Copilot,” says Niemoeller. “More advanced action agents can take autonomous steps and automate entire workflows or business processes. Building these interconnected agent ecosystems requires deeper technical expertise for reliability and scalability.”
Before identifying AI use cases, organizations must develop a strong foundational framework. This process includes clearly defining business goals, establishing governance and selecting AI-supporting technologies. Solution identification is another critical component, which helps determine whether to build, buy or customize AI tools, or use a mix of all three, depending on the need. However, all of this depends on organizational readiness, including robust change management processes.
You don’t want C-suite leaders to decide where they think opportunities exist. From a use case perspective, it’s the people closest to day-to-day work who are most likely to recognize real opportunities. These groups should then work cohesively to identify opportunities and determine solutions.
AI use cases typically fall into three categories:
Personal productivity: Tools like Copilot can summarize emails or meeting notes, saving time. These are simple but can have a profound impact; they require employees to understand how to use the tools effectively. Use cases can leverage both agentic and generative AI.
Organizational productivity: These solutions focus on automating or enhancing full processes, such as customer service bots, human resources assistants and workflow orchestration solutions. They drive efficiency across departments by streamlining multistep workflows. These use cases generally lean more toward agentic AI.
Enterprise intelligence: This category depends heavily on clean, well-structured data and includes advanced forecasting, anomaly detection and predictive analytics. Solutions enhance traditional ML with modern AI capabilities and deliver higher-level data-driven insights. These use cases typically rely on generative AI.
Organizations often have use cases in all three categories and should aim to pursue opportunities across each as they mature.
Furthermore, successfully identifying use cases to maximize AI impact requires addressing the following measures:
Clearly define the strategic goals and problems you aim to solve
Consistently collect, review and prioritize feedback
Conduct workshops to brainstorm potential issues and use cases
Involve multiple departments to align on comprehensive needs
Continuously monitor competitors’ progress using data and automation
Analyze current data to identify trends and inefficiencies
Be granular when identifying use cases, especially for agentic AI. Break processes into specific tasks, such as a particular journal entry or account reconciliation, rather than attempting to automate broad, high-level workflows. While some higher-level bots can address larger problems, many high-value automations exist in the details. Evaluate feasibility by testing for clear ROI, checking data quality and reviewing the required architecture and tools before investing.
A business, experience and technology framework enables each use case to be assessed for viability, desirability, feasibility and success metrics. Use cases are scored against a rubric to determine business impact and execution fit, then mapped to categories such as ready-to-accelerate, needs more research, incubate later or shelve entirely. This approach helps teams prioritize high-value, realistic opportunities and avoid investing in use cases better addressed with non-AI solutions.
In addition, deploying a successful AI initiative requires assigning value that aligns with business objectives. Demonstrating a tangible impact to stakeholders is central to effective implementation and long-term scalability. Initiatives can demonstrate their value by how they support three key goals:
Run the organization: Driving efficiency and productivity through workflow improvements and personal productivity AI tools; cutting costs and boosting productivity at scale
Protect the organization: Using data to mitigate risk, adhere to compliance and streamline processes like auditing to strengthen security, resilience and business trust
Grow the organization: Leveraging AI-driven insights to enhance sales strategies and increase top-line revenue, unlocking new avenues for growth
Organizations can choose from different types of AI solutions depending on their goals, data readiness and development needs. Three primary models exist, each offering varying levels of data considerations, flexibility, complexity, control and use cases. These include:
This model includes built-in capabilities within existing tools such as enterprise resource planning (ERP), customer relationship management and automation platforms. Quality and functionality can vary by vendor and use case, data sources are limited and surfaced through plugins, and development complexity is no-code or low-code. Sample use cases include:
This approach combines existing system features with custom components integrating multiple solutions, such as natural-language querying on ERP data. Multiple data sources are surfaced through APIs and development complexity is pro-code and ranges from moderate to complex. Sample use cases include:
Fully tailored solutions are built from scratch using an organization’s own database and an enterprise AI developer service, which may include generative or agentic models. This approach allows full control over prompts, agents, access and governance rules and uses broader, more complex datasets. Development complexity is pro-code and typically high. Sample use cases include:
This model includes built-in capabilities within existing tools such as enterprise resource planning (ERP), customer relationship management and automation platforms. Quality and functionality can vary by vendor and use case, data sources are limited and surfaced through plugins, and development complexity is no-code or low-code. Sample use cases include:
This approach combines existing system features with custom components integrating multiple solutions, such as natural-language querying on ERP data. Multiple data sources are surfaced through APIs and development complexity is pro-code and ranges from moderate to complex. Sample use cases include:
Fully tailored solutions are built from scratch using an organization’s own database and an enterprise AI developer service, which may include generative or agentic models. This approach allows full control over prompts, agents, access and governance rules and uses broader, more complex datasets. Development complexity is pro-code and typically high. Sample use cases include:
Many organizations assume AI tools just work, but out-of-the-box solutions only handle generic tasks well. When a business needs AI to operate according to its specific workflows and nuances, significant development effort is required. This includes discovery, defining success criteria, designing the solution and customizing it for the organization’s processes. While embedded AI may cover roughly 80% of a use case, the remaining 20%, often where the real business value lies, requires thoughtful design and developer involvement.
When choosing between a buy versus build approach, organizations must also evaluate business value, feasibility, ROI and associated risk. Custom solutions require thorough testing, strong governance, security measures and compliance oversight, while embedded AI usually comes with vendor-managed controls in place.
“AI empowers the workforce by embedding agents alongside existing human resources, creating a hybrid model where repetitive, low-value tasks are automated, allowing employees to focus on higher-value, quality-reviewed work,” says Indick. “Successful deployment requires attention to the employee experience, including training, upskilling and providing the right tools and technologies.”
Decision makers should continuously evaluate ROI, data readiness and workflow efficiency so that each AI initiative drives tangible results and enables decision making across the enterprise.
Proper alignment can be achieved by providing the right training, defining clear roles and fostering a collaborative environment within teams, while regularly communicating the value of AI initiatives. These steps are important to build trust within the workforce.
Successfully deploying AI solutions within your business processes is not only about adopting technology; it’s also about thoughtfully assessing processes and their pain points. In addition, aligning tools, business units and people is necessary to deliver measurable business impact. By focusing on strategic initiatives, whether enterprise-wide or focused on specific use cases, your organization can move from experimentation to scalable outcomes.
AI tools and technologies may seem overwhelming at first. To achieve successful results and long-term value, your organization should consider working with technology providers or trusted advisors. This approach helps build trust, fill knowledge gaps and establish a competitive advantage.
Ready to get started? RSM’s experienced AI advisory team understands the enterprise AI journey and the foundational elements necessary to generate increased value and reduce risk. Contact our team to learn more about how AI can transform your key business operations.