Pro Services, Inc. · AI Governance, Guardrails and Policies
How we use AI at Pro Services. Plain language, ready to use today.
Part 1 — The AI Manifesto
For nearly four decades, Pro Services has shown up for our customers across Projects, Maintenance, and Workforce Solutions — with experience, grit, precision, and ownership. AI does not replace any of that. It sharpens it.
The goal is simple: put a tool in every employee-owner's hands that takes the busywork off the plate so we can spend more time on the work that actually needs our judgment. AI adds capacity to every person and every role here. It does not take seats.
Why we're putting AI to work at Pro
The work is changing. Our customers are starting to automate the basics themselves, and they're asking how we're using AI on their jobs. That is the kind of challenge PRO is built for — the tough one, taken on safely, with our people personally invested in the outcome.
For us, that looks like:
We've already got early wins on the board — they're just uneven. The job now is taking what works and making it the way we work, crew by crew, across every part of PRO.
How every employee-owner is expected to use AI day to day
Use AI to take back time and raise the quality of the work. Knock out the friction first, then use AI as a thought partner to pressure-test and sharpen your thinking.
Use AI out in the open — in a way teammates can see, question, and pick up. Be the one in the field walking people through it, not the one keeping it to yourself.
Building an AI habit is messy work. Get in there, try things every day, and ride out the ups and downs. Don't wait on a formal rollout or perfect tooling — start.
Move fast on drafts and options with AI, then put your judgment on top. The experience and ownership our people bring is what customers actually pay for.
Use AI to explore more, iterate faster, and check that the work doesn't all start to look the same. It's an accelerator for sharper craft — not a stand-in for the people doing it.
Part 2 — The Rules
What you can do, what you cannot do, and who to call. Everything here is ready to use today.
The Six Rules
Start. The whole point of this policy is to put AI in your hands. On approved tools, the following uses are explicitly encouraged:
Do not wait for a perfect rollout. Start.
If something goes into the wrong place, or AI causes a problem, tell your Champion right away. Reporting fast is rewarded, not penalized.
Quick Reference
Pro Services AI Use Policy · When in doubt, ask your Champion
Part 3 — The Tools We Use
Claude is our AI. SectionCoach is where we build the skill. This is the stack we're running today — we'll add tools as we prove what works.
| Tool | Status | What it is for |
|---|---|---|
| Claude (Teams) | Approved | Our main AI assistant, on your Pro Services login. Drafting, analysis, research, and connecting to the apps below. |
| Section Coach | Approved | Custom AI training built around your specific role. |
| Gemini | Approved | Included with our Google Workspace license. Available for approved use. Owner: IT / Google Workspace. |
Purpose Our main AI assistant, on your Pro Services login. Drafting, analysis, research, and connecting to the apps below.
Purpose Custom AI training built around your specific role.
Purpose Included with our Google Workspace license. Available for approved use. Owner: IT / Google Workspace.
We're consolidating personal ChatGPT, Grok, and Copilot onto Claude. If you need a different tool, ask your Champion. Nobody gets in trouble for asking.
These are the apps Claude can reach into right now, with your permission.
| Connector | What Claude can do with it |
|---|---|
| Gmail | Read, draft, and send email from your account. |
| Google Drive | Find, read, and edit your files, including Google Docs, Sheets, and Slides. |
| Google Calendar | View and manage your calendar and meetings. |
| Canva | Create and edit on-brand designs. |
| DocuSign | Prepare and track agreements for signature. |
| HubSpot | Read and update CRM records, contacts, and deals. |
| Monday.com | Read and update boards, tasks, and projects. |
| ZoomInfo | Read and update contact and company data for sales and marketing. |
| Lucid | Create and edit diagrams, flowcharts, and visual documentation. |
| Office365 | Read and manage email, files, calendars, and team content in Microsoft 365. |
| Miro | Create and collaborate on whiteboards, diagrams, and visual planning. |
Read, draft, and send email from your account.
Find, read, and edit your files, including Google Docs, Sheets, and Slides.
View and manage your calendar and meetings.
Create and edit on-brand designs.
Prepare and track agreements for signature.
Read and update CRM records, contacts, and deals.
Read and update boards, tasks, and projects.
Read and update contact and company data for sales and marketing.
Create and edit diagrams, flowcharts, and visual documentation.
Read and manage email, files, calendars, and team content in Microsoft 365.
Create and collaborate on whiteboards, diagrams, and visual planning.
Gmail, Drive, and Calendar are Claude's Google Workspace connections. Drive already covers Docs, Sheets, and Slides — no separate connector needed. New connectors go through the Champions Committee first, then IT turns them on for everyone.
Reference Guide
Use the simplest model that gets the job done. This keeps Claude fast, available, and affordable for everyone.
When in doubt, use Sonnet.
A usage limit message does not mean the company account is shut down for the month. Claude uses time-based usage windows that reset.
If someone hits a temporary limit, they can switch to a lighter model or continue later after the reset. The organization does not go offline because one person hits a temporary threshold.
Best for short, easy tasks where speed matters most.
Best for most daily tasks. This is the company default.
Use only for difficult or high-stakes work that needs the strongest reasoning.
| If your task is... | Use this model | Examples |
|---|---|---|
| Quick and simple | Haiku | Grammar cleanup, short emails, simple summaries, formatting |
| Most daily work | Sonnet | Memos, outlines, planning, research summaries, normal writing |
| Complex or high-stakes | Opus | Major proposals, sensitive work, difficult analysis, advanced technical tasks |
Quick and simple
Haiku
Most daily work
Sonnet
Complex or high-stakes
Opus
Always start with the simplest model that fits the task.
Start with Haiku for quick, simple tasks.
Use Sonnet for most day-to-day work.
Use Opus only for difficult or high-stakes work.
Combine related requests into one clear prompt instead of sending many short prompts.
Check your usage settings if you think you are nearing a limit.
Some teams, including Estimating, Capital Projects, and Finance, may need stronger model usage for complex work. That is expected. For those cases, Opus use may be appropriate.
For surrounding work like emails, summaries, and quick lookups, users should move back down to Sonnet or Haiku whenever possible.
If your role requires frequent Opus use, speak with your manager or the AI Champions Committee.
Part 3 — Your AI Champions
The Champions are here to help you get value from AI and to share what is working across PRO. They are your first stop, not a gate. Nobody is ever in trouble for asking.
Kurt Willmont
Justin Bus
Dan Schulte
Laura Van Popering
Kelly Jensen
Kelly Christy
New Mind Group
Andy Reed and Matt Begeman
Todd Grassow
Jeff Warren
Mark Der-Stepanian
Jim Sutton
Executive oversight: Mike Vandemaele (CEO) and Josh Jelenek (President).