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AI Roadmap Process (Pilot / Deprecated)

Last Edited: 2026-06-29 01:32

Process SLAs

• Benchmarking: Completed within first week of client signup.
• Sentiment Analysis: Re-run every 2–3 months.
• Local Ranking Analysis: Re-run monthly (weekly cadence optional per client tier).
• Client Roadmap Presentation: Scheduled after roadmap completion.

Global Iteration Rule

• RECURRING CADENCE: Visibility analysis (local ranking) is the primary recurring cycle and runs monthly. Sentiment analysis runs on a longer cadence (every 2–3 months) unless a significant event triggers an early re-run. Any new resource gaps discovered during a cycle re-enter the process at Gate 3 for triage.

PROCESS MAP

GATE 0 — CLIENT SIGNUP & BENCHMARKING

• Trigger: Client signs up / startup authorized.
• Owner: SEO Specialist
• Entry Criteria:
  • Client is onboarded and active.
  • Key business queries / target keywords identified.
  • Competitor list confirmed (or defaults established).
• Exit Criteria (must all be true):
  • Initial AI Sentiment Analysis run completed via AI Sentiment Procedure (pre-launch baseline snapshot captured).
  • Initial AI Local Ranking Analysis run completed via Local AI Benchmarking Procedure (pre-launch baseline snapshot captured).
  • Results stored in internal tracking system/dashboard.
  • Client added to recurring analysis schedule.

➡️ Benchmarks must be captured before the site goes live. This records the client's current reality so that launch impact — positive or negative — can be measured and used to draw conclusions.

GATE 1 — ANALYSIS & RESEARCH

• Owner: SEO Specialist
• Required Inputs:
  • Benchmark data from Gate 0 (both Sentiment and Local Ranking).
  • Client site is live — launch impact data available for comparison against pre-launch baseline.
• Exit Criteria (must all be true):
  • AI Sentiment Analysis results reviewed and exact sentiment findings documented.
  • AI Local Ranking Analysis results reviewed and ranking position vs. competitors documented.
  • All source platforms identified and catalogued.
  • Resource gaps identified (missing listings, weak content, negative sources).
  • (If initial findings are inconclusive) Supplementary research performed and documented (manual SERP review, review site audits, social listening).

➡️ Roadmap cannot be populated until analysis is thorough enough to support actionable recommendations.

GATE 2 — AI ROADMAP POPULATED

• Owner: SEO Specialist
• Required Inputs:
  • Completed analysis from Gate 1 (Sentiment + Ranking + Resource Gaps).
• Exit Criteria (must all be true):
  • AI Roadmap sheet fully populated with categorized action items.
  • Each item tagged by resolution type:
    • Edit Existing Source: Correct or enhance an existing listing/profile Citation Setup Procedure.
    • Combat Negative Source: Publish counter-content or resolve reviews (refer to GBP QA Cleanup Process).
    • Join Conversation: Engage in discussions where the brand is mentioned.
    • Fill Content Gap: Create new content to cover missing topics (submitted to Content Process).
    • Fanout Query Optimization: Use fanout/related queries to inform content strategy (submitted to Content Process).
  • Each item tagged by responsible party: Us vs. Client.
  • Items we handle regardless of client approval are flagged separately.

➡️ Roadmap must be complete and internally reviewed before scheduling a client presentation.

GATE 3 — CLIENT ROADMAP PRESENTATION & CLIENT RECAP EMAIL

• Owner: SEO Specialist
• Required Inputs:
  • Completed AI Roadmap from Gate 2.
• Exit Criteria (must all be true):
  • Meeting scheduled and presented to client (rationale and recommended resolutions walked through).
  • Client informed of default items vs. items requiring approval.
  • Client decisions captured: approved, deferred, or declined.
  • Dashboard / public link shared with client for ongoing visibility.
  • Client Recap Email Sent: A summary email is sent to the client capturing approved items, deferred/declined items, next steps, and a link to their public dashboard.

➡️ Execution cannot begin on client-approved items and the gate is not complete until client decisions are captured and the recap email is sent.

GATE 4 — EXECUTION

• Owner: SEO Specialist
• Required Inputs:
  • Client-approved roadmap items and recap details from Gate 3.
  • Items flagged as "handled regardless" from Gate 2.
• Exit Criteria (must all be true):
  • All "handled regardless" items executed.
  • All client-approved items executed.
  • Source edits submitted / published.
  • Counter-content published (if applicable).
  • Brand conversations engaged (if applicable).
  • Content items submitted to the Content Process for fulfillment.
  • Execution status updated in tracking system / dashboard.

GATE 5 — RECURRING MONITORING & CHECK-IN

• Owner: SEO Specialist
• Required Inputs:
  • Previous cycle's benchmark and execution data.
  • Scheduled analysis cadence reached.
• Required Outputs — Visibility (Monthly):
  • AI Local Ranking Analysis re-run.
  • Rankings compared against previous baseline and last cycle.
  • New resource gaps identified and fed back to Gate 3 for triage.
  • Dashboard updated with current data and visibility assessed.
• Required Outputs — Sentiment (Every 2–3 Months):
  • AI Sentiment Analysis re-run.
  • Sentiment trends compared against baseline.
  • New negative sources or shifts flagged.
  • Dashboard updated.
• Required Outputs — Client Check-In:
  • Meeting scheduled with client to review performance changes.
  • Measurable improvement (or lack thereof) presented with data.
  • Next cycle's priorities agreed upon.

Iteration Rule: Each monitoring cycle feeds new findings back into Gate 1 (Analysis) or Gate 2 (Roadmap) as appropriate. The process is continuous — not linear.

➡️ This gate loops. After each check-in, the next monitoring cycle begins automatically based on the established cadence. The process is ongoing for the life of the service engagement.