Case Studies

AI Transformation in Action

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FEATURED CASE STUDY

Ocuco: From Zero to Organization-Wide AI Adoption

The Company

Ocuco is a global leader in healthcare technology, providing software solutions to optometry and ophthalmology practices in over 50 countries.

Size: 300 employees
Industry: Healthcare Technology
Headquarters: Dublin, Ireland

Key Metrics

30%

Productivity improvement

500+

Employees trained

100%

EU AI Act compliant

The Challenge

Like many organizations in late 2022, Ocuco recognized AI's potential but faced significant barriers to adoption:

No Clear Starting Point

Leadership knew AI could help but didn't know where to begin or which use cases to prioritize

Employee Skepticism

Teams were overwhelmed by AI hype and concerned about job security and reliability

Compliance Concerns

Healthcare regulations and emerging EU AI Act requirements created uncertainty

Resource Constraints

Limited budget and time to invest in experimentation and training

Security & Privacy Risks

Handling sensitive healthcare data required robust controls and governance

Lack of Framework

No structured approach to evaluate, implement, and scale AI solutions

The Approach

We implemented a phased transformation using the PROMPT Framework:

Phase 1: Foundation (Months 1-2)

Building the groundwork for AI adoption

Conducted organization-wide AI readiness assessment
Established AI governance committee and compliance framework
Launched pilot program with 50 early adopters across departments
Created internal AI knowledge base and best practices repository
Implemented security controls and data handling protocols
Delivered executive briefing on AI strategy and risk management

Results after 2 months:

50 employees actively using AI tools, governance framework approved by legal, 5 high-value use cases identified

Phase 2: Systematization (Months 3-6)

Scaling AI across the organization

Rolled out organization-wide AI training program (300 employees)
Implemented department-specific AI use case playbooks
Established AI Center of Excellence with internal champions
Deployed AI tool suite with approved vendor integrations
Created measurement framework for tracking ROI and productivity
Launched internal AI showcase highlighting wins and learnings

Results after 6 months:

80% employee adoption rate, 20% average time savings on routine tasks, 15+ active AI use cases

Phase 3: Orchestration (Months 7-12)

Optimizing and institutionalizing AI

Implemented advanced AI workflows and custom integrations
Achieved full EU AI Act compliance with documented controls
Established ongoing AI education program with quarterly updates
Created AI innovation pipeline for continuous improvement
Developed customer-facing AI capabilities in core products
Built self-sustaining AI practice with internal expertise

Results after 12 months:

30% overall productivity improvement, AI embedded in product roadmap, organization fully compliant and self-sufficient

The Results

30%

Productivity Improvement

300+

Employees Trained

80%

Adoption Rate

100%

EU AI Act Compliant

Breakdown by Department:

Engineering

35% faster code reviews, 40% reduction in bug triage time

Customer Success

50% faster response times, 25% improvement in CSAT

Sales

30% more time for customer conversations, 20% higher win rates

Operations

45% reduction in manual data entry, 30% faster reporting

Key Success Factors

Executive Commitment

Leadership championed AI adoption and allocated resources for long-term success

Quick Wins First

Started with high-impact, low-risk use cases to build momentum and credibility

Compliance as Priority

Built governance and controls from day one, not as an afterthought

Change Management

Invested heavily in training, communication, and addressing employee concerns

Measurement Discipline

Tracked metrics consistently to demonstrate value and justify continued investment

Build Internal Capability

Created internal champions and expertise rather than remaining dependent on consultants

Client Testimonial

“ThoughtFox didn't just help us implement AI tools-they transformed how our entire organization thinks about productivity and innovation. The PROMPT Framework gave us a clear roadmap, and their hands-on support ensured we actually executed on it. We're now seeing measurable improvements across every department, and we're fully compliant with the EU AI Act. This wasn't a typical consulting engagement-it was a true partnership.”

Ben Churchill

Chief AI Officer, Ocuco

What This Means for You

Ocuco's transformation demonstrates that AI adoption doesn't have to be overwhelming or risky. With the right framework, phased approach, and operational expertise, organizations can:

Achieve measurable productivity gains within the first quarter
Build employee confidence and enthusiasm for AI tools
Maintain full compliance with regulations like the EU AI Act
Scale AI adoption across the entire organization systematically
Develop internal capability for long-term sustainability

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