POLYSTAT
How Polystat works

We add Forward Deployed Engineers to your domain experts, and deliver together.

You know your business. We know how to put AI to work inside it. A Transformation Lead and a Forward Deployed Engineer, backed by AI agents, work alongside your people to find where AI has the most impact, build the solution, and keep it working as the technology changes.

The pathSix steps, one checkpoint each.

Nothing moves forward on a feeling. Each step ends when the evidence is on the table.

The rhythmYou see where we are every week.

A short weekly meeting with your team: the numbers, the priorities, the problems to solve.

The resultMeasured against where you started.

We write the baseline down on day one, so the value is a number, not an opinion.

One team, three parts.

01 / Who
Your side

Process owner or domain expert

One person who wants this process to work better.

Knows the workDoes it today, or runs the team that does. Knows where the time goes.
Decides how it should runDefines what good looks like and has the final word on changes.
Stays involvedFrom the first conversation to handover. Nothing is built without them.
Polystat

The core team

Two people and AI agents on every engagement, working inside your company as one team.

Transformation LeadOwns the mandate. Leads the project with you, from the first briefing to handover, and makes sure the change is adopted.
Forward Deployed EngineerBuilds inside the business. Turns the problem into a working system in your environment, and hands it over so your team can run it.
AI agentsExtend the team through Polystat Deployment OS.
The system

Polystat Deployment OS

Our software for running the engagement. You see the same view we do.

A map of your companyPeople, work, systems, data and value targets, kept current after every meeting.
CheckpointsTracks what each initiative needs before it can move on.
MethodsWhat we learned on past work, reused so yours starts faster.

The path, step by step.

02 / Process
  1. 01Discover
  2. 02Select
  3. 03Prove
  4. 04Build
  5. 05Adopt
  6. 06Compound
01

Discover

Why now, and how the work really runs.

Led by Transformation Lead, with the FDE
What happens

It starts with a briefing: what triggered this, what exists, what has to change. Then we sit with the people doing the work: who decides, where the hours go, which systems and data they touch.

Checkpoint
  • Agreed reason and what next quarter must show
  • Every workflow has an owner
  • Value targets with a written baseline
02

Select

The process worth doing first.

Led by Transformation Lead
What happens

We score every process on value (hours and money), feasibility (data, systems, risk) and readiness (do the people want it). You get an opportunity map with numbers attached.

Checkpoint
  • The score clears the bar, or you record why it goes ahead anyway
  • Your process owner is behind it
03

Prove

Agree what success is, before any code.

Both, together with your process owner
What happens

We write down the economic case, how we will judge the result, what the system must never do, and where a person stays in control.

Checkpoint
  • Economic case
  • Acceptance criteria
  • Risk boundary
  • Human-in-the-loop design
04

Build

Inside your environment, inside the tools you already use.

Led by Forward Deployed Engineer
What happens

The Forward Deployed Engineer builds the smallest system that delivers the agreed value. We test it on your real cases, not demo data. You see progress every week.

Checkpoint
  • Released to your team
  • Every test suite above its agreed pass rate
05

Adopt

Your team uses it, and can run it without us.

Both
What happens

We train the team, sit with them while they use it, and fix what gets in their way. Code, settings, test records and procedures move into your systems, planned from the first week.

Checkpoint
  • At least 80% of the intended users trained and using it
  • Your team can deploy, monitor, diagnose, recover and change it
06

Compound

Measure, keep it current, choose the next process.

Both
What happens

We measure the result against the baseline from step 1. When new AI models come out, we re-run the tests and update the system. Then we pick the next process from the map.

Checkpoint
  • Value measured against the baseline
  • Tests re-run on current models, at least every 90 days

The work most AI projects underestimate.

03 / Workstreams

Deploying software meant installing a known tool and stepping back. Deploying AI means delivering work inside a process. It has to be connected, controlled, tested and kept current.

01

Data

Finding the data the work needs, cleaning it up, and getting access with the right permissions.

02

Integration

Connecting AI to the systems your people already use, including older ones and spreadsheets.

03

Workflow

Redesigning how the work flows once part of it is done by AI. Usually the biggest change.

04

Human control

Deciding where a person reviews, approves or signs. Written down before we build.

05

Tests

A set of your real cases with known right answers. The only honest way to know it works.

06

Model updates

AI models change every few months. We re-test and update, so the system gets better instead of drifting.

Every week, the same short meeting.

04 / Rhythm

We run the program on a simple weekly rhythm, borrowed from the operating system thousands of mid-sized companies already use. Same day, same agenda, starts and ends on time.

After each meeting you get a one-page report: where each initiative stands, what blocks it, the numbers, and the questions we still need answered.

  • ScorecardA handful of weekly numbers, each with one owner. On track or off track.
  • PrioritiesThe three to five things that must be done this quarter. On track or off track.
  • CheckpointsWhat each initiative needs before it can move to the next step.
  • IssuesThe real problems, named in one sentence and solved one at a time.
  • To-dosWho does what by next week.

What a weekly report looks like.

05 / Example
Example. Freight forwarder, 160 people, no AI team. Company and numbers are illustrative.

Quote intake and draft reply

AI reads each quote request, fills the order, shows past rates on the lane and drafts the reply. The forwarder sets the price and sends.

DiscoverSelectProveBuildAdoptCompound
Quote reply time24 h → 3 h
Forwarders using it9 of 12
Quotes drafted this week412
On track

The first group of forwarders uses it every day. The second group starts training next week.

Decided this week
  • Drafts for new lanes show the three closest past loads.
  • Forwarders keep the final say on every price.
Next week
  • Train the second group of forwarders.
  • Hand over monitoring to your IT.

Rules we keep.

06 / Principles
  1. A person stays in control.AI prepares, drafts and checks. Your people decide, unless you choose otherwise and write down where.
  2. Any technology, the right one.Claude, GPT, open models, or plain software when that is the better answer. We are not resellers.
  3. Your data stays in your systems.Client code, data and documents live where you approve. Only general lessons go into our methods.
  4. Numbers, not feelings.Baseline on day one, measured result at the end. Estimates are labeled as estimates until they are measured.
  5. Start small, finish.The smallest system that delivers the agreed value, in use, before anything bigger.
  6. We plan to leave.Handover is planned from week one. You can run it without us, and keep us for updates only if it pays.

How to start.

07 / Briefing

The first step is a 45-minute briefing with your leadership. We confirm whether AI can make a real difference and what should happen first. If we are not the right answer, we will say so.

Book a briefing →
  • TriggerWhat started this: a lost deal, a board question, a stalled pilot.
  • ContextWhat exists today, what is stuck, what has to change.
  • OutcomeWhat would make the next quarter worth it.