How to prepare a presentation AI pilot – Introducing AI in organizations

Microsoft Copilot, ChatGPT Enterprise, and other AI applications are already being used across many organizations. But when it comes to presentation workflows, one question often remains. Where does AI deliver measurable business value?

Business presentations are a natural place to find out. Employees spend significant time creating, revising, and formatting slides. A well-designed pilot can determine whether AI reduces that effort under real-world conditions.

A successful presentation AI pilot is not about seeing whether AI can generate an impressive slide with one click. It is about determining whether AI can work with real content, existing templates, and established workflows to save time and produce results people can actually use.

In this article, you will learn six steps how to prepare a presentation AI pilot, choose the right test cases and participants, define success criteria, and turn your findings into a reliable basis for an enterprise decision.

1. Start with the business problem, not the tool
2. Define your pilot requirements
3. Define success before testing begins
4. Build the pilot around real work
5. Involve the right stakeholders early
6. Measure time to a usable slide
Common mistakes in presentation AI pilots

Before we take a closer look, let’s first address a fundamental question:

What is a presentation AI pilot?

A presentation AI pilot is a limited, real-world test of a specific use case. A selected group of users completes actual presentation tasks based on predefined success criteria. The goal is to evaluate the full process, from source material to a usable final slide.

An AI pilot is more than a product demo

One prompt. One AI-generated slide. One brief wow moment.

That can make for an impressive demo, but it is not a pilot.

From our experience at empower, many organizations we work with have already tested or deployed Copilot, ChatGPT Enterprise, or other AI tools. What is often still missing is a clearly defined presentation use case.

That is where a pilot should start – with a real business task, not a list of product features.

1. Start with the business problem, not the tool

“We already have Copilot. What can we do with it in PowerPoint?” is not an AI use case.

A better starting point is to ask which presentation tasks consume the most time. Which tasks are repeated frequently? Where do manual revision cycles slow people down?

In our conversations with business teams, AI leaders, and IT teams, time savings are almost always the first priority. As pilots progress, however, other requirements often become just as important, including output quality, brand compliance, data privacy, and scalability.

2. Define your pilot requirements

Do not judge a solution only by whether its slides look professional.

Before testing begins, define what the solution needs to deliver. Requirements may include content and visual quality, compliance with brand guidelines, PowerPoint integration, editability, security, data privacy, and integration with your existing technology environment.

From our experience at empower, business teams often focus first on practical value. IT and data privacy teams tend to ask different questions.

Where is the data processed? Which language model does the solution use? How is the application hosted? Which security requirements does it meet?

Our checklist of selection criteria for presentation AI helps you document these requirements before the pilot and compare solutions using consistent criteria.

3. Define success before testing begins

Start with a clear hypothesis.

For example:

“If we use AI to create new management slides, we can reduce manual effort by 50% without compromising quality or brand compliance.”

Then choose a small set of measurable success criteria. These might include time to a usable slide, amount of rework required, content and visual quality, brand compliance, and user adoption.

4. Build the pilot around real work

“Create presentations with AI” is too broad to be a useful test scenario.

Instead, choose specific tasks such as

• creating a new slide from existing source material 
• creating a new slide using an approved company template 
• improving or restructuring an existing slide 

Include different types of challenges. For example, test an overcrowded slide, outdated content, and a new topic that needs to be organized visually from scratch.

Practical tip: Choose three to five required test cases for every participant. You can also allow participants to test the AI with presentation tasks from their own day-to-day work.

How many people should participate?

An initial pilot does not require an entire business unit.

As a practical starting point, a group of around 8 to 15 active participants can work well. The exact number matters less than having the right mix of users.

Include experienced PowerPoint users and less experienced users. You should also involve people who create different types of presentations and face different workflow challenges.

How long should the pilot run?

A longer pilot may seem more thorough, but more time does not automatically produce better results.

In practice, we often see participants postpone testing when the pilot window is too long. Instead of incorporating the solution into their regular work, they may complete most of the testing shortly before the deadline.

A delayed start creates another problem. Information covered during the kickoff, training, or onboarding may no longer be fresh, which can affect both testing quality and participant feedback.

For this reason, we generally favor focused testing periods. Up to two weeks can be appropriate for a smaller pilot. A larger pilot involving more users and several use cases may benefit from three to four weeks.

These are guidelines, not fixed rules. The right duration also depends on the number of participants, the complexity of the use cases, and your internal processes.

What matters most is that participants start early and use the solution repeatedly on real presentation tasks.