AI Advisory Intake Form

Please complete each section at your own pace. All fields are optional unless marked with an asterisk (*).

Section 1 of 5 Organizational Profile

Section 1 — Organizational Profile

This section helps us understand your organization before our first structured interview. Please complete as much as you can — fields you are unsure of can be discussed during our introductory session.

Organization Name

1.1 Employee Count

Full-Time Employees

Part-Time Employees

Number of Contractors

Are contractors included in the headcount figures above?

Yes No

If your organization uses contractors on a recurring basis, please include them in your response to the technology users question below even if they are excluded from your official headcount.

1.2 Technology Users

How many people — employees and contractors combined — actively use your technology suite on a regular basis? This may be a smaller number than your total headcount. We are looking for the population that will be most directly affected by AI implementation.

1.3 Work Structure

% Working from Corporate Office

% Working On-Site / Field

% Hybrid

Fully Remote %

Hybrid %

Fully On-Site / In Office %

1.4 Industry Segment

Please check all that apply

Real Estate Ownership & Investment

Residential Ownership Commercial Ownership Industrial Ownership Mixed-Use Ownership REIT / Institutional Investment Private Equity / Fund Management

Development & Construction

Real Estate Development Design & Construction General Contracting Project / Program Management Architecture & Design Land Acquisition & Entitlement

Professional Services

Property Management Asset Management Tenant / Buyer Brokerage Landlord / Owner Brokerage Leasing Advisory Investment Sales Appraisal & Valuation Real Estate Consulting / Advisory Real Estate Law Title & Escrow Mortgage Lending Environmental Consulting

Operations & Facilities

Facilities Management Preventative Maintenance Engineering Services Building Systems / MEP Janitorial / Cleaning Services Security Services Energy & Sustainability Consulting

Technology & Infrastructure

PropTech / Software Development Hardware Manufacturing Hardware Implementation / Installation Systems Integration Smart Building / IoT Data Analytics / Business Intelligence

Other

Insurance Accounting / Financial Services Other

If Other, please specify

1.5 Governance Structure & Locations

How is your organization primarily governed?

Locally Regionally Nationally Internationally

Total Number of Office / Corporate Locations

Total Number of Managed / Operated Properties or Sites

Governance & structure details

Geographic footprint additional context

Section 2 — Current Technology Inventory

This section helps us understand the technology platforms currently in use. Please complete as much as you can — we are not looking for exhaustive technical detail, just a general picture of your current stack.

2.1 Property Management & Accounting

2.2 Communication & Productivity

AI features currently in use

Microsoft Copilot Google Gemini Zoom AI Companion Slack AI Other AI add-in None currently enabled

2.3 Project & Work Management

2.4 AI Tools & Assistants

2.5 CRM & Business Development

2.6 Data Storage & Document Management

Data centralization status

Mostly centralized Partially centralized Fragmented Unsure

2.7 Other Technology Platforms

Other platforms or systems in use

Section 3 — Current AI Usage

This section helps us understand how AI is currently being used across your organization — both formally and informally. There are no right or wrong answers.

3.1 Organizational AI Adoption Level

1 Not started 2 Exploring 3 Early adoption 4 Developing 5 Mature 6 Automation 7 Leading

3.2 Current AI Use Cases

Communication & Writing

Drafting emails and correspondence Editing and proofreading Creating proposals and presentations Generating marketing or social media content Translating documents

Research & Analysis

Summarizing documents or reports Researching market data or trends Analyzing financial data or budgets Reviewing contracts or lease documents Lease abstraction and data extraction

Operations & Workflow

Meeting transcription and summarization Task and project management assistance Generating reports from existing data Automating repetitive data entry Responding to tenant or client inquiries RFP preparation and response

Advanced Operations

Customer-facing chatbot Employee-facing / internal chatbot Automated marketing post generation Automated financial report generation

None of the above

AI tools are not currently being used

3.3 AI & Technology Governance

Who holds primary responsibility?

CEO / President COO CTO CAIO IT Director / Manager AI Committee No designated owner Other

If AI Committee — describe composition

If Other — describe

3.4 Who Is Currently Using AI

Executive / Leadership Operations / Administration Finance / Accounting Property Management Asset Management Leasing / Business Development Marketing / Communications Project / Construction Management Field / On-Site Staff IT / Technology Legal / Compliance Human Resources

3.5 Formal vs. Informal AI Usage

Current usage formality (select one)

Entirely informal Mostly informal Mixed Mostly formal Fully formal

AI Usage Policy status

Yes — formal policy exists In progress No Unsure

If policy exists, describe

3.6 Data & Privacy Practices

We have identified what types of data employees are sharing with AI tools We have guidelines on what data may NOT be shared Employees have been informed of data privacy risks We have reviewed the data privacy policies of the AI tools we use We use enterprise / paid versions of AI tools None of the above

Additional context

3.7 AI Training & Team Onboarding

No formal AI training has been provided Informal sharing — employees learn from each other Leadership has completed external AI training Team members have completed external AI training Internal training sessions have been conducted AI fluency included in onboarding for new hires Regular AI updates are part of team meetings

Describe any specific programs or initiatives

Section 4 — Goals & Pain Points

This section shifts from what you have to what you want — and what's standing in the way. Please be as candid as possible. There are no wrong answers.

4.1 Strategic Goals

Reduce operating costs Increase team capacity without adding headcount Improve quality and consistency of work product Improve client or tenant experience Accelerate decision-making with better data Preserve and scale institutional knowledge Stay competitive with peer firms Reduce errors and manual rework Improve speed of reporting and financial analysis Improve employee satisfaction and reduce burnout Generate new revenue opportunities Achieve regulatory or compliance efficiency

Additional goals

4.2 Biggest Operational Pain Points

People & Knowledge

Key knowledge concentrated in too few people High staff turnover leading to knowledge loss Inconsistent processes across team members Difficulty onboarding new employees quickly Team spending too much time on low-value tasks

Data & Reporting

Data spread across too many disconnected systems Manual data entry causing errors and delays Reports taking too long to produce Difficulty finding documents or past work quickly No single source of truth for key metrics

Operations & Workflow

Too much time spent on emails and communications Repetitive administrative tasks consuming capacity Approvals and decisions taking too long Difficulty tracking project status across the team Inconsistent client or tenant communication Inability to deliver appropriate levels of customer service

Financial & Compliance

Budget and financial reporting is slow or error-prone CAM reconciliation or lease review is time-intensive Regulatory compliance requires significant manual effort Difficulty forecasting and modeling scenarios quickly

Additional pain points

4.3 Workflows Most Wanted for AI Improvement

4.4 Perceived Barriers

Budget constraints Lack of internal AI expertise Team resistance or reluctance to change Concerns about data privacy and security Unclear where to start Leadership has not prioritized it Poor data quality or data organization Previous failed or stalled AI initiative Vendor or technology uncertainty Regulatory or compliance concerns Concerns about accuracy / AI making mistakes No perceived barriers — ready to move forward

Describe barriers in more detail

4.5 Prior AI Initiatives

Have you undertaken prior AI initiatives? (select one)

No — this would be our first structured AI initiative Yes — we tried something that did not gain traction Yes — we have had some successes as well as initiatives that stalled Yes — we have had successful implementations we are looking to expand

Describe what was attempted, what worked, what did not

4.6 Definition of Success

In 6 months

In 12 months

In 2+ years

Section 5 — Team Profile

This final section helps us understand the people side of your organization — who should be involved in the assessment, how your team is structured, and how ready they are for change.

5.1 Key Stakeholders

Is there anyone else who should be aware of or involved?

5.2 Team Size by Function

5.3 Technology Comfort Level

Overall team technology comfort (select one)

Low Below average Average Above average High

Additional context on technology comfort

5.4 Change Readiness

Team change readiness (select one)

Resistant Slow Mixed Generally receptive Eager

Describe a recent technology or process change and how the team responded

5.5 Champions & Resistors

Are there individuals enthusiastic about AI?

Yes — leadership level Yes — individual contributors Yes — specific department Not aware of any

Are there individuals likely to be resistant?

Yes — leadership level Yes — individual contributors Yes — specific department Not aware of any

Describe champions or resistors by role or department

5.6 Additional Context

Anything else we should know before your introductory session?

Thank You

Thank you for completing the AI Advisory Intake Form. Matthew Foust will be in touch shortly to schedule your introductory session.