AI Readiness Report
Coastal Insurance Brokers
insurance
The room
Eleven people, mostly curious-but-cautious. Two champions already automate small tasks on their own. Three newbies have never opened an AI tool. One vocal skeptic has been burned by hype before, and the remaining five will follow whoever proves it works on their actual desk. Teach to the skeptic; the rest follow.
Opportunity map
- 1
Re-keying policy data between the AMS and carrier portals (score 9)
Highest frequency times drain in the room: every renewal touches it, eight of ten respondents named it unprompted, and it is the single largest block of recoverable hours.
Impact: highEffort: mediumPayoff: soon“I spend half my morning copying the same numbers into three systems.”
“Renewal season is just re-typing. The thinking part takes ten minutes; the typing takes an hour.”
- 2
Drafting renewal and follow-up emails to clients (score 7)
High volume, low variation. Strong fit for an assisted-drafting demo the room will trust, because everyone in the room writes these weekly and can judge the output instantly.
Impact: highEffort: lowPayoff: now“Every email is 80% the same, but I still write it from scratch.”
- 3
Summarizing long carrier policy documents (score 6)
Painful but lower frequency. A good first 'aha' demo: a 40-page wording becomes a one-page summary without touching any live client system.
Impact: mediumEffort: lowPayoff: now“Nobody actually reads the 40-page wording until something goes wrong.”
Priority profiles by role
client service 5 people
5 of 11 people
- Drafting renewal and follow-up emails to clientsopportunity #2
- Summarizing long carrier policy documentsopportunity #3
The largest group and the most email-bound. They want help writing the same client notes faster and pulling a plain answer out of a long policy without reading all of it.
underwriting 3 people
3 of 11 people
- Re-keying policy data between the AMS and carrier portalsopportunity #1
- Quote preparation
Quote-heavy and data-heavy. Their time goes to moving the same numbers between systems, so the win they care about is less re-keying, not better prose.
claims 2 people
2 of 11 people
- Claims data entry
- Summarizing long carrier policy documentsopportunity #3
Small but the most data-sensitive. Everything they touch is a live client record, so they need clear lines on what AI may read and what stays with a person.
admin 1 person
1 of 11 people
- Compliance documentation
Keeps the back office running. The pain here is repetitive document work that follows a fixed format, which is a good fit for a template assistant.
Roadmap — 30/60/90
First 30 days
- Assisted email drafting — Start with renewal and follow-up emails. Everyone writes them, the output is judged instantly, and no client record is touched.
- Policy document summaries — Turn a long carrier wording into a one-page summary from sanitized text. A clean first win the room will believe.
Days 30–60
- Re-keying assistant — Reduce the manual copy between the AMS and carrier portals once the team trusts the basics. Higher payoff, more setup.
Days 60–90
- Claims data entry support — Touches live claims records, so it waits until guardrails and review habits are in place.
Guardrails
- AutoDraft a client email from a blank slate — No client record is read. A person still sends it, so the assistant can draft freely.
- AutoSummarize a sanitized or public policy wording — Works on text with no client identifiers. Safe to run without sign-off.
- ReviewSummarize a document that names a real client — A person checks the output before it is used or shared, in case detail is wrong or sensitive.
- Human onlyRead or write client, policy, or claims records — Live client data stays with a person. The AI never touches the system of record on its own.
Tool & IT reality
The office runs on an agency management system, carrier portals, Outlook, and Excel. Nine of ten respondents live in the AMS daily, and every renewal still crosses at least three systems by hand. Two people already use a chat assistant weekly; nobody shares what works. IT support is a part-time contractor, so recommendations have to run inside the tools the team already has, with no new system to administer.
Readiness checkpoints
- readyComfort with a chat assistant — Most of the room already uses one weekly, even if only for small tasks.
- gapShared prompt practices — No common patterns yet. The two champions work alone; the workshop seeds shared habits.
- riskSensitive-data handling — Client and policy data are everywhere in the named pains. Demos stay sanitized; no live client systems are touched.
- readyLeadership sponsorship — The principal commissioned this intake and will be in the room. The team knows it.
Recommended tier
Cowork — shallow end
Start where the wins are obvious: drafting and summarizing, on the team's own examples. The room earns its way to deeper automation once the skeptic has seen one task get easier.
Cadence
one-time
One focused half-day session, built on the three pains above. A follow-up conversation 30 days later converts momentum into habit before deciding anything bigger.
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