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Stop Evaluating AI Tools by Features — Start Evaluating by Workflow Fit

By Marcin K. February 17, 2026 1 min read

🔑 Key Finding

Before your next AI tool evaluation, document the exact workflow step where the tool would be triggered, who owns that step, and what "better" looks like in measurable terms. If you can't answer all three, you're not ready to evaluate — you're ready to waste a pilot.

The most common reason AI tool pilots fail in AEC firms isn’t the technology — it’s misaligned workflow mapping. In our audits of 23 AI tools this year, we found that 78% of firms that reported “disappointing results” had deployed tools without a defined trigger event: the specific moment in the workflow where the AI was supposed to intervene.

Procore’s AI-assisted RFI response tool performs well in firms where project engineers own the RFI process end-to-end. It underperforms in firms where RFIs are triaged by a coordinator first. Same tool, completely different result — because the workflow entry point differs.

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