AI potential analysis: How to identify the right AI use cases
Image: Jo Szczepanska / Unsplash
An AI potential analysis systematically examines which processes in your company can save the most time with AI. It consists of interviews and workshops, a review of the processes, an assessment based on benefit, effort, data availability and risk, and concludes with prioritized use cases and a recommendation for the first step.
A AI potential analysis systematically examines which processes in your company can save the most time or improve quality through artificial intelligence. It consists of discussions with the people involved, a review of the processes, and an assessment based on benefit, effort, data availability, and risk. In the end, you receive prioritized use cases and a recommendation for the first step.
Potential analysis or readiness check?
Both sound similar, but they answer different questions. The AI readiness check measures how well your company is positioned overall for AI – data, systems, expertise, rules. The potential analysis goes one level deeper and asks: Which specific processes should we address first? Many companies start with the free Readiness Check and then go deeper with a potential analysis.
Process in four phases
- Conversations and workshop: Management and key personnel describe processes, bottlenecks and goals.
- Record processes: The key processes are documented with frequency, time required, systems involved and data formats.
- Evaluate: Each possible use case is classified according to fixed criteria.
- Recommend: A report summarizes the prioritized use cases, including effort, prerequisites, and the recommended first step.
The evaluation matrix
Criterion | Guiding question |
|---|---|
Frequency | How often does the process occur – daily, weekly, monthly? |
Time required | How much working time does it currently consume? |
Data situation | Is the information available digitally and in usable quality? |
Risk | What are the consequences of an error, and how sensitive is the data? |
Implementation effort | How many systems need to be connected, and how many exceptions are there? |
The greatest benefits come from processes that occur frequently, take up a lot of time, are already well digitized, and involve manageable risk. The article shows how you can assess processes yourself according to these criteria Which processes should be automated?.
Typical use cases in SMEs
- Customer contact: Answer calls and capture requests with an AI telephone assistant, answer standard questions with an AI chatbot.
- Office and administration: Automatically capture and assign invoices, emails and documents – examples in the article AI in the office.
- Knowledge in the company:Make manuals, contracts and minutes searchable with a AI document search solution.
- Sales:Prepare offers from templates, pre-sort inquiries.
- Connect processes:Connect systems without copy and paste – more on this under AI automation.
What is available at the end
- An overview of the processes captured, including time required and bottlenecks
- An evaluated and prioritized list of use cases
- For the most important cases: prerequisites, effort and risks
- A recommendation for the first pilot and the next steps
From practice
At Pumpenallianz Nord the assessment for management showed that an AI chatbot for the website is the most sensible first step: it answers inquiries about maintenance, replacement and modernization of pumping systems and directs interested parties more quickly to the appropriate partner company. At the DRK Mecklenburg-Vorpommern focused on analyzing use cases for recruiting volunteers.
Funding
The consulting itself is eligible for funding. The BAFA consulting grant covers 80% of consulting costs in the new federal states as well as the Lüneburg and Trier regions (up to €2,800) and 50% in the rest of Germany (up to €1,750); it was in October 2026 extended until the end of 2028. For a longer, guided rollout with your team, there is INQA-Coaching with 80% of up to €1,200 per day for up to twelve days. The consulting is funded, not software or implementation. The funding check shows which program is suitable.
How we conduct a potential analysis is described on the page AI consulting.
Frequently asked questions
What is an AI potential analysis?
A structured assessment of which processes in a company can benefit most from AI. It ends with prioritized use cases and a recommendation for the first step.
How long does an AI potential analysis take?
For a small or medium-sized company, usually several appointments over a few weeks, depending on the number of departments and processes.
What is the difference from the AI readiness check?
The readiness check measures the general level of maturity for AI. The potential analysis evaluates specific processes and says which use cases you should address first.
Is an AI potential analysis eligible for funding?
Yes, as management consulting through the BAFA consulting grant or as part of an INQA coaching program, each with up to 80% funding.
As of October 2026. Funding conditions may change; the applicable guidelines in force at the time are decisive.
Muhamed Alahmed
With over 10 years’ experience in IT, I develop solutions that not only work from a technical perspective, but also create real added value and open up new possibilities.
More about bettersorted →More articles
AI strategy for SMEs: In 5 steps to your first AI project
An AI strategy does not have to be a thick document. This is how SMEs develop goals, use cases, rules, and a roadmap in 5 steps – with a practical example.
AI in the office: 15 use cases that save employees time immediately
Where AI helps immediately in the office: E-mails, minutes, summaries, tables, research – 15 concrete use cases with example instructions and limits.
Assess AI maturity: How ready is your company for AI?
How to assess your company’s AI maturity: processes, data, technology and team – with a free AI readiness check and funding note.
Stay up to date on AI topics
Short updates on AI automation, funding programs and new posts — no spam, unsubscribe anytime.