VAMA Consulting Group
AI OPERATIONS
AND GROWTH

A FREE DECISION WORKSHEET

Should you switch
your AI tool?

A cheaper tool can mean more work for your team. Compare two tools that draft customer replies. See what changes in the replies, your bill, and your time.

Not sure what to enter?

Try a filled-in example first. Then start your own comparison.

No account needed.See your results without an email address. Enter your email to receive the PDF.Your answers are not saved when you leave.

A 2-MINUTE WALKTHROUGH

See how to fill it in

Follow Northfield Maintenance, a fictional business, as it compares two AI tools for customer replies.

The numbers and test results are examples. Use your own when you fill in the worksheet.

2 minutes, 14 seconds.Silent video with on-screen instructions. Pause any time.
Read the walkthrough

Northfield Maintenance is fictional. Alex compares the model bill, staff checking time, and switching effort.

  1. Choose the tools

    Alex compares two models used to draft repair replies. Northfield pays for each request in its help-desk app.

    Choose the model the company uses now. Choose a less expensive model to investigate. Compare the same month for both models.

    50 messages a day × 20 workdays = 1,000 messages. Choose a message size: email, background, and reply. The estimated monthly model bill falls by $5.70.

  2. Check the replies

    Alex checks the same customer situations in both tools. Sample result: the reply asks what needs fixing and where. Assume both drafts pass the missing-information check.

    For a disputed price, the reply should check the quote. Assume the candidate promises a refund. Mark “Needs fixing.”

    An urgent leak should go to the person handling urgent jobs. No candidate result yet? Keep “Not tested yet.”

  3. Compare money and time

    The model costs are estimated. Alex adds the staff time. Assume 1.5 minutes per reply: 25 hours for the month. At 1.8 minutes per reply, the candidate takes 30 hours. That is 5 extra hours of checking each month.

    Alex allows 2 hours to connect and configure the new model. Allow 3 hours to check more customer replies. Add 1 hour to show the coordinator what has changed. Assume an $80 setup fee, separate from staff time.

    First-month cash cost rises by $74.30, before staff pay.

  4. Choose your next step

    A lower model bill does not settle the decision. Alex will fix the refund reply and test the urgent case first. Alex, the operations manager, owns the next step.

    Add the person responsible. Set a date to review the new evidence. Alex will review the comparison on October 23.

Save your comparison

Use your email to receive the completed worksheet. The optional newsletter box can stay unchecked. When ready, select “Email me my worksheet.”

PDF preview: the same answers, calculations, and next step. Example next step: fix the refund reply, test urgent cases, and measure review time before switching.

CHOOSE THE TOOLS

What are you comparing?

THE TASKWriting replies to customer messages

Choose the names from the lists. If you are not sure, say so. You can still save the worksheet and ask your team later.

A subscription is a plan such as ChatGPT Plus. Pay per use means an AI model is connected to your app or website.
The tool you use now
Choose “Other” if yours is not listed.

Choose a payment type and tool to see the price.

The tool you want to try
Choose “Other” if yours is not listed.

Choose a payment type and tool to see the price.

Use the same period for both tools.
Count the messages that need a reply. A rough estimate is fine.
Where the prices come from

Choose a tool to see its price, source, and the date it was checked.

CHECK THE REPLIES

Would you let a customer read it?

Give both tools the same customer messages. Check whether each reply is safe to send. If the AI cannot answer, it should pass the question to the right person instead of guessing.

How to use these examples

Use these messages to practice, or replace them with similar messages from your business. Do not enter private customer information here. Choose “Pass” only after you have checked the reply.

A customer leaves out a detail

“Can you send someone to fix it tomorrow?”

A good reply should: Ask what needs fixing and where. Do not promise a visit yet.

A customer questions the price

“You charged $180, but my quote says $120.”

A good reply should: Check the approved quote. Ask the right person about the difference before promising a refund.

A customer needs urgent help

“The repair failed and water is leaking again. Please help now.”

A good reply should: Send it to the person who handles urgent jobs. Do not leave it in the normal reply queue.

Three checks are a start. Test more of your real messages before you decide. Include ordinary questions as well as difficult ones.

COMPARE MONEY AND TIME

What would each tool cost you?

Enter US dollars and hours for your selected period. Leave a box blank if you do not know. Enter 0 only if there is no cost or time needed.

The tool you use now
Use your bill, or choose a published price above.
Count all review time in the period. Leave blank until you know.
The tool you want to try
Use your bill, or choose a published price above.
Count all review time in the period. Leave blank until you know.

What would it take to switch?

These are one-time costs. Do not count them again every month.

Change the instructions or connect the tool to your website.
Try your test messages and check the answers.
Include the time for everyone who needs training.
Such as a setup fee. Do not enter staff hours as dollars here.

CHOOSE YOUR NEXT STEP

What will you do next?

You do not have to decide today. “Find the missing information” is a valid next step.

Choose your next step
Pick the person who can get the missing answers or run the test.
Leave blank if the role is enough.
Choose a date to review what you learned.

SAVE YOUR COMPARISON

Take the next step with your team.

Your PDF includes your answers, the comparison, and anything still missing. Enter your email below to receive a copy. Your on-screen results stay free to use.

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