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From 4 Employees to Major Projects: The AI Method to Manage Risk and Win Contracts

How to Manage Large Projects with a Small Team Using AI

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This method is now used by hundreds of SMBs in France and beyond to expand internationally and handle bigger clients while staying lean.

Artificial Intelligence

From 4 Employees to Major Projects: The AI Method to Manage Risk and Win Contracts

A CEO working 90-hour weeks is a bottleneck to growth. This article details the AI strategy and procedures we implemented to empower small teams to handle large projects with confidence.

Loïc Dworzak
16 septembre 2025
0

Can a small company with 4 to 10 employees tackle major projects typically reserved for industry giants? The answer is a resounding YES. But it requires flawless risk management and a workflow optimized by artificial intelligence.

Overloaded SMB owner validating projects

The Problem: When the CEO Becomes the Bottleneck

Too often, the leader of a small firm handles all the research, analysis, and validation for every project. The result: 90-hour workweeks, low profitability, and limited growth. The expert spends 10 hours on research and 20 minutes on validation. We need to flip that ratio.

<h3>The Solution: A Standard Operating Procedure (SOP) with Perplexity AI</h3><p>We implemented a simple yet powerful method: using <strong>Perplexity AI</strong>, a more accurate alternative to ChatGPT that cites its sources. Paired with a clear SOP, this system allows you to delegate risk analysis to team members, even if they aren't domain experts.</p>

The workflow in practice:

  1. An employee takes a client's email (anonymized) and uses it as a prompt.
  2. They ask Perplexity to generate a table of 30 potential risks related to the project.
  3. They dive deeper into critical points by requesting detailed legal or technical opinions.
  4. They use the "Related Questions" feature to anticipate the client's next concerns.

Immediate Results:

  • Time Savings: The CEO only needs to validate the final analysis.
  • Standardization: Quality is consistent, regardless of the employee.
  • Confidence: The firm can accept more complex contracts.
  • Credibility: Client responses are fast, accurate, and sourced.
Risk analysis generated by Perplexity AI for a project
Perplexity AI can produce structured, sourced reports in minutes.
<h3>Why is Perplexity AI the ideal tool for this task?</h3><ul><li><strong>Accuracy and Sources:</strong> In fields like consulting or accounting, mistakes are not an option. Perplexity allows you to verify every piece of information at its source.</li><li><strong>Structured Outputs:</strong> It can generate long, detailed, and easy-to-read tables and reports that are ready for client delivery.</li><li><strong>Strategic Foresight:</strong> The "Related Questions" feature is a major asset. It lets you have the answer to your client's next question ready, reinforcing your expert status.</li></ul>
markdown
# The final prompt for a comprehensive client report

"Now, write me a very long, detailed, and extremely accurate report, with no hallucinations or fabricated information. Ensure it is fluid, easy to read, and structured by sections, incorporating all the points we have discussed."

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Tags

Perplexity AI
Project Management
AI for SMBs
Risk Management
SOP
Digital Transformation
Productivity