Your central resource for the AI advisory engagement with The Media Copilot — findings, strategy, and deliverables in one place.
8
Interviews
Stakeholder voices
117
Insights
Observations gathered
250+
Trained
People across the org
About This Engagement
This portal captures the full arc of The Media Copilot's AI advisory work with Orchestra. Starting in late 2025, we conducted a structured discovery process — interviewing stakeholders across the organization, synthesizing what we heard into actionable recommendations, and delivering a roadmap that connects AI adoption to real business outcomes.
The work is organized around three pillars: making AI safe and consistent, building systems that compound over time ("build once, reuse often"), and directing those gains at client value. The deliverables in this portal bring those pillars to life.
"Orchestra has real AI momentum — the next phase is turning scattered wins into governed scale, reusable intelligence, and visible client value."
Three Strategic Pillars
01
Safe & Consistent
Clear rules, guardrails, and governance that let teams move faster with confidence.
→ Work faster with confidence
02
Build Once, Reuse
Centralize knowledge and scale the best ideas instead of reinventing from scratch.
→ Stop reinventing, start compounding
03
Client Value
Aim every efficiency gain at client outcomes — faster delivery, better insights, new offerings.
→ Win more, keep clients longer
What's in This Portal
Advisory Presentation
Narrative-driven readback covering all findings, recommendations, and the strategic roadmap
AI Policy
Visual, plain-language AI usage policy for Orchestra — what's allowed, what needs approval, and who to ask
Open Advisory Presentation
The full presentation walks through what we discovered, the tensions we identified, and a clear path forward across all three strategic pillars.
AI Advisory Presentation — January 2026
What We Discovered.Where We Go Next.
A narrative-driven readback designed to validate stakeholder input and present a clear path forward.
Orchestra has real AI momentum — the next phase is turning scattered wins into governed scale, reusable intelligence, and visible client value.
8
Interviews
Stakeholder voices
117
Insights
Observations gathered
250+
Trained
People across the org
What We Heard
Your Voices Shaped This
Across 8 stakeholder interviews, clear patterns emerged — both momentum and genuine friction.
Momentum
Real Momentum
Teams are already experimenting with AI across the organization.
ChatGPT, Otter, custom workflows — adoption is happening organically.
Momentum
Training Win
Outstanding attendance for fall AI training sessions.
Broader understanding of structured prompting, AI assistants, and deep research.
Momentum
Applying AI
ChatGPT of the Month program nurtures skills.
Incentivizes and rewards people for putting AI into practice and sharing what works.
Challenge
GEO Opportunity
"We need to know how to advise our clients on how to reach their audiences in an AI world."
Clients are asking how AI changes visibility and authority — Orchestra needs answers.
— Kate Riley
Challenge
Governance
"A single file can destroy a client relationship."
Competing clients, confidential data, porous containers — the risk is real and needs a formal response.
— Louis-Philippe Cavallo, CFO
The Stakes
The Challenge You Face
Client pressure on value and speed vs. fragmented internal workflows and knowledge.
Client Pressure
Faster turnaround
More for less
Differentiated value
Proactive insights
vs.⟷
Internal Reality
Fragmented workflows
Scattered knowledge
Uneven adoption
Limited governance
The Opportunity
Move from reactive service to proactive, agentic operations
Three Takeaways
The Path Forward
Three pillars to anchor every decision.
01
Safe & Consistent
Make AI safe, easy, and consistent so teams can work faster with confidence.
→ Work faster with confidence
02
Build Once, Reuse
Centralize intelligence and scale the best ideas across the organization.
→ Stop reinventing, start compounding
03
Client Value
Aim every efficiency gain at client outcomes — faster, better, more proactive.
→ Win more work, keep clients longer
Act One
Safe and Consistent
Streamline AI so teams can work faster with confidence
Guardrails
Guardrails That Unlock Speed
Clear rules build the confidence to move fast without creating risk.
Data & Privacy
Clear rules on what can and cannot go into AI tools.
No client data in personal tools
Enterprise ChatGPT for sensitive work
Data classification before AI use
Client & Reputational Risk
Approval requirements for client-facing AI output.
Steering group reviews new use cases
Client-facing AI gets extra scrutiny
Clear escalation path
Human Review
Every external output reviewed by a human before it leaves the building.
No auto-send to clients
Editorial mindset required
AI drafts, humans decide
Operating Model
Two Lanes for Innovation
Protect experimentation while creating a path to scale.
Lane 1
Personal Sandbox
Experiment freely within guardrails
Custom GPTs for personal use
Approved tools only
No sensitive data
Human review before sharing
Share back: prompts & wins
Encourages experimentation
Lane 2
Shared & Client-Impacting
Formal path to scale
Shared across teams
Client-facing work
Integrated systems
Requires
Lightweight review by steering group
Standard pilot template
Clear success metrics
Scale or sunset decision
Creates path to scale best ideas
Q1 Quick Win
Shadow AI Amnesty
Surface hidden tools, reduce risk, and find the best ideas already happening inside the organization.
1
Capture
Survey what tools people are already using and why they chose them.
2
Migrate
Move identified needs into approved tools or formalize them as official pilots.
Act Two
Build Once, Reuse Often
Centralize intelligence to scale the best ideas across the organization
Flagship Pilots
Three Pilots to Launch
Ready to launch in Q1. Scale or sunset after 90 days.
Click any pilot card to see the full brief, including before/after scenarios and success metrics.
Centralized Knowledge Hub
Who Uses It
All teams, especially new business and account leads
What It Replaces
Searching across folders, threads, old decks
Success Metric
Find relevant past work in under 30 seconds
Done Means
Scale across org or sunset after 90 days
Before
Search 5 different folders, Slack, email
After
One place to ask, retrieve context and assets
Click to expand ↓
Client Health Digest
Who Uses It
Account leads, CFO for at-risk monitoring
What It Replaces
Manual pulse checks, scattered notes
Success Metric
Flag at-risk clients before they churn
Done Means
Proven value on one complex account → roll out
Before
Account health lives in scattered notes, inboxes, and memory until something goes wrong.
After
A daily brief surfaces risks, opportunities, and next steps early enough to act.
Click to expand ↓
Proposal Assistant
Who Uses It
New business team
What It Replaces
Starting from scratch on every pitch
Success Metric
Reduce pitch prep from 1.5 hours to 30 minutes
Done Means
Active use by new business team
Before
Proposals start from scratch, with people chasing past language and reinventing structure under deadline.
After
A guided draft pulls from approved templates and past wins, so teams produce faster, more consistent proposals.
Click to expand ↓
Act Three
Client Value
Aim every gain at client outcomes — win more work and keep clients longer
Client Impact
Where Clients Feel the Difference
Better delivery today. New advisory offerings tomorrow.
Better Delivery
Improve current work
Faster turnaround on deliverables
Consistent quality across deliverables
Proactive insights from client data
New Advisory Offerings
Create new value
New Offering
AEO: Answer Engine Optimization
What It Is
Helping clients show up accurately and prominently in AI answers and summaries
Why It Matters
AI systems are becoming a first stop for information, affecting visibility, authority, and demand
What Orchestra Offers
Practical assessments and playbooks for content, PR, and measurement
Differentiator
First-mover advantage in an emerging space
The Plan
Roadmap
Sequenced for steady adoption and scope control.
Now
0–3 months
Publish policy, train on it
Create steering group
Run shadow AI amnesty
Kick off AI pilots
Begin monthly trainings
Next
4–6 months
Continue monthly trainings
Client GPT rollout
Measure and iterate pilots
Later
6+ months
Unified AI environment
AI Lab for ongoing innovation
System-level integrations
Ongoing training
Measurement
How We Track Progress
Four categories of measurable outcomes.
AI Adoption
Percentage of staff using approved AI tools at least weekly.
Target: Grow to a clear majority of staff, with usage distributed across functions.
Workflow Impact
Time reduction on benchmark tasks after AI support is introduced.
Target: Clear, measured reductions — e.g., 30–50% time savings on specific tasks.
Client Value
Client satisfaction scores and increase in new business wins.
Target: Higher scores that mention speed or quality; measurable new business growth.
Culture & Skills
Percentage of staff who feel confident using AI in their role.
Target: Clear upward trend over successive surveys, with low AI-related anxiety.
Next Steps
Ready to Move Forward
What we need from leadership to begin.
Crawl, Walk, Run
Crawl
Establish rules, foundations, and norms
Walk
Run pilots, measure, repeat what works
Run
Move from separate projects to integrated systems
Leadership Decisions Required
1
Name steering group membership
Leadership
2
Approve amnesty window
IT + Comms
3
Pick the first 3 pilots
COO + Practice Leads
4
Commit to training cadence
HR + Culture
5
Align on KPI reporting cadence
Leadership
Full Report & Source Materials
Orchestra AI Discovery Report
The complete report, raw findings, and supporting materials are available in the shared Google Drive folder.
A practical guide for every Orchestra employee and contractor — what's allowed, what needs approval, and what's off-limits.
1
Use only Orchestra-approved tools for anything involving client or internal information.
2
AI drafts, humans decide. Every external output needs a human review before it leaves the building.
3
When in doubt, treat information as sensitive — and ask before you act.
How to read this
Allowed on approved tools
Requires review & approval
Never allowed
"Requires review and approval" means submitting a request through the AI intake form to the policy owner and AI council, who will approve, deny, or approve with guardrails.
Data & Privacy
Protecting client information and keeping data separated
+
Allowed
✓ Drafting, summarizing, rewriting, and analysis using Orchestra-approved enterprise tools (e.g., ChatGPT Enterprise), with client or internal confidential info — keeping each client's information separate from other clients, sharing outputs only within the correct client workspace or team channel, and minimizing what you paste or upload to what is needed for the task
✓ Creating internal checklists, outlines, and first-pass drafts — as long as a human reviews before any client delivery
Requires Review & Approval
⚠ Using any non-approved tool, personal account, browser extension, or unvetted AI service
⚠ Connecting AI tools to Orchestra systems (Google Drive, email, calendar, Slack, ticketing) or to client systems
⚠ Any plan to fine-tune, train, or otherwise adapt a model using Orchestra or client data
⚠ Use of personal information as AI input when it is sensitive, unnecessary for the task, or used at scale
Never Allowed
✗ Mixing two clients' confidential information in the same workspace, thread, project, or dataset
✗ Copying raw outputs into external-facing work without human review
✗ Entering credentials, API keys, or access tokens into any AI tool
✗ Inputting sensitive personal information (numerical identifiers, passwords, financials)
Using AI with client information
1
Classify the input as public, internal, client confidential, or personal data
2
If internal or client confidential, use only approved enterprise tools
3
Use the appropriate client workspace, project, or approved client GPT
4
Save outputs in the appropriate client workspace — do not combine confidential information from different clients in the same chat, project, GPT, or knowledge base
5
If the task requires broader data access, request IT review and approval before proceeding
If something goes wrong
1
Stop and preserve context: which tool, what was shared, when
2
Notify the IT and security owner and the policy owner
3
Follow internal incident steps and client contract requirements for client notification if required, in coordination with Legal
4
Record the incident for quarterly review and process improvement
Respecting rights — for text, images, and everything in between
+
Allowed
✓ Summarizing or rewriting materials you have rights to use for the task
✓ Editing Orchestra-owned or properly licensed images using approved tools
✓ Internal concepting and exploration not intended for publication or client delivery
✓ Generating metadata — headlines, alt text, captions, keyword tags — for assets you have rights to use
Requires Review & Approval
⚠ Any AI-generated or AI-manipulated image used in public-facing work or shared with a client, unless it fits Design's approved guidance
⚠ Any use of third-party articles, images, or creative assets beyond confirmed license terms or approved project use
⚠ Any use that could confuse ownership, originality, or attribution for client or public-facing work
Never Allowed
✗ Inputting third-party copyrighted materials (including artists' names, artworks, trademarks, logos, or quotes) into AI tools without confirmed rights
✗ Generating outputs that imitate identifiable branded styles, logos, or proprietary assets without authorization
Images and client-facing visuals
1
Determine whether the image is AI-generated, an AI-assisted edit of a licensed image, or a client-provided asset
2
For internal concepting, use approved tools and treat AI-generated visuals as draft concepts, not final assets
3
For client-facing or public-facing use, follow Design's approved guidance
4
Seek Legal or risk review when the use involves likeness, endorsement, trademarks, logos, third-party artwork, licensed assets, or unclear ownership
5
Keep a conservative posture for high-visibility work — maintain a record of source and license for any external deliverable
Same rules apply — regardless of employment status
+
Allowed
✓ Contractors using Orchestra-approved tools and accounts for permitted tasks — under the same rules as employees
Requires Review & Approval
⚠ Any contractor request to use personal tools, personal accounts, or non-approved services with Orchestra or client information
⚠ Any contractor request for access to Orchestra-approved AI tools
⚠ Any vendor that (a) will be inputting Orchestra or client confidential information into an AI tool, (b) uses a workflow that ingests, stores, or processes Orchestra or client materials using the vendor's own AI systems, or (c) will be using AI to create public-facing deliverables for clients — work with Legal to ensure the contract includes appropriate AI terms, and with IT and design/copy owners to ensure the right guidelines are in place
Never Allowed
✗ Contractors using personal AI accounts or unapproved tools with Orchestra or client information
What contracts should include
1
Confidentiality requirements aligned with Orchestra's data rules
2
Tool restrictions — which AI tools are and aren't permitted
3
Disclosure expectations when AI is used in deliverables
4
Indemnification provisions for IP and data incidents
This policy is meant to help Orchestra use AI with more confidence, consistency, and speed — while protecting client trust and the standards that define the work. As tools, expectations, and use cases continue to change, this framework should give teams a clear foundation for moving forward, making smart decisions, and expanding what's possible inside approved guardrails. It will continue to evolve based on real-world usage, recurring questions, and the needs of the business.