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AI PROJECT MANAGEMENT

AI initiatives fail for boring reasons: Unclear ownership, fuzzy scope, unrealistic expectations, and teams that can’t translate between “the business,” “the creatives,” and “the technical people.” Eventually, the AI portion turns into an expensive demo that never becomes a real workflow or product.

SquareWave.ai provides AI workstream leadership. We run the AI portion of your initiative with discipline, clarity, and forward motion, so it ships, sticks, and produces measurable value.

Where This Fits:

 

  • Enterprise and organizational rollouts: AI adoption, governance, modernization, and enablement

  • Startups and product teams: AI-enabled products and features, internal workflows, and operational automation

  • Agile, iterative delivery: Ongoing model / tool refinement, evaluation loops, and rapid decision making and deployment


What We Do:

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  • Own the AI workstream: Scope, milestones, dependencies, risks, and decision points

  • Set reality-based expectations: What AI can and cannot do for your use case, translated into realistic and achievable deliverables

  • Translate across teams: Executives, operators, creatives, engineers, and functional & technical stakeholders

  • AI-specific requirements and alignment: Inputs / outputs, edge cases, user context, review steps, and a shared definition of “done”

  • Plan for AI reality: Workplans and roadmaps that account for experimentation, iteration, and evaluation cycles

  • Prevent demo-theater: Quality gates, acceptance criteria, launch checks, rollback plans, and measurable performance targets

  • AI testing and validation: Quality, reliability, safety, and compliance, validated against real workflows, not best-case prompts

  • Transparent reporting: Status, risks, tradeoffs, and decisions communicated clearly to leadership

  • Efficiency inside the project itself: We also apply AI to the project mechanics, including documentation support, meeting synthesis, backlog grooming, decision tracking, and lightweight workflow automation


Engagement Shapes:

 

  • AI Workstream Lead (full-time or fractional): Embedded ownership, coordination, reporting, and execution discipline

  • AI Program Advisory for Adoption: Roadmap shaping, governance scaffolding, rollout strategy, and risk controls

  • AI PMO Support: AI-specific templates, reporting, routines, risk tracking, and stakeholder alignment

  • AI Vendor Evaluation and Rollout: Requirements-based evaluation, pilots, and rollout management


The Outcome:

Reduced cycle time and error rates, higher adoption, real cost savings, and AI quality that meets agreed thresholds (brand compliance, hallucination tolerance, human-review performance) because the AI workstream is actually led.

If you’re planning an AI initiative and want it to land in the real world, this is the layer that keeps it from drifting.

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Offerings:

Fractional AI Workstream Lead
(Retainer)

Starter

  • $2,400/mo (approx. 16 hrs/mo, 4 hrs/wk)

  • Best for: Small teams, early adoption, vendor pilots, keeping the AI workstream from drifting


Core

  • $4,800/mo (approx. 32 hrs/mo, 8 hrs/wk)

  • Best for: Active builds, cross-team coordination, weekly delivery cadence, real workflow adoption


Embedded

  • $7,200/mo (approx. 48 hrs/mo, 12 hrs/wk)

  • Best for: Multiple stakeholders, parallel workstreams, multi-vendor environments, heavier change-management load

Dedicated AI Workstream Lead
(Near Full-Time)

Dedicated Lead

  • $22,000–$28,000/mo (approx. 0.75–1.0 FTE)

  • Includes: End-to-end AI workstream ownership, stakeholder management, reporting cadence, backlog governance, QA plan, and vendor coordination

Vendor Evaluation,
Pilot, and Rollout
(Fixed Scope)

Vendor Evaluation and Pilot

  • $6,500–$12,500 (typ. 2–4 weeks)

  • Deliverables: Requirements brief, shortlist, evaluation rubric, pilot plan, readout, recommendation


Pilot-to-Rollout

  • $12,500–$25,000 (typ. 4–8 weeks)

  • Deliverables: Rollout plan, governance approach, training/change enablement outline, launch checklist, success criteria

Project-Based Delivery
(SOW)

Fixed-scope engagements with defined milestones, deliverables, and acceptance criteria. Ideal when you want a contained initiative with a clear start and end, not an open-ended retainer.

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Small team/startup

  • $2,400–$7,200/mo (approx. 16–48 hrs/mo)

 

Mid-size org

  • $4,800–$12,000/mo (approx. 32–80 hrs/mo)

  • Often provides across multiple workstreams

 

Enterprise support:

  • $12,000–$28,000+/mo (80–160+ hrs/mo)

  • Governance and multi-stakeholder complexity

Notes:

 

  • Final pricing depends on scope, stakeholder count, and delivery cadence

  • Travel outside the Nashville area billed separately

Ready for SquareWave.ai to

lead your next AI initiative?

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