The Ultimate Checklist for a Startup Venturing into AI & Machine Learning Projects

In the ever-evolving world of technology, it's easy to feel overwhelmed, especially when you're at the helm of a budding startup. Every decision feels monumental, and the pressure to innovate is relentless. But here's the good news: You're not alone on this journey.

We've distilled insights from industry experts, combined them with our vast knowledge pool, and crafted these AI / Machine Learning project tips for a startup like yours. Whether you're diving deep into AI, optimizing your processes, or building your very first MVP, this guide is your compass. Let's navigate the tech labyrinth together and set your startup on a path to success. Ready to roll? Let's dive in! 🌟

We have divided our tips into separate categories to make it easier for you.
Additionally, your teammates can navigate the content depending on their roles.

  1. Strategy & business
  2. User Experience
  3. Technology
  4. Data
  5. Project Management
  6. People


Venturing into AI means more than just adopting a new tool—it's a strategic business decision. Understand how AI aligns with your startup's goals and the potential ROI it can bring.

✔️ Define objectives

AI isn't magic. It's a tool. And like any tool, you need to know what you're using it for. Whether it's improving user experience, automating tasks, or predicting trends, have a clear objective in mind.

Why it's important: Without a clear goal, you're navigating the vast ocean of AI without a compass.

Action: Sit down with your team. Discuss and outline what you hope to achieve with AI. Is it to improve sales, enhance user experience, or maybe streamline operations? Pinpoint it. Write it down. Make it your North Star. Additionally, make sure you identify bottlenecks both in technology and your staffing skills.
Not sure how to do it? Consider involving business consultants, which will help you workshop out measurable, smart goals.

✔️ Make objectives clear and measurable

In the realm of technology, especially AI and machine learning, it's easy to get lost in the vast possibilities. However, without a clear goal, projects can drift, become inefficient, or fail to deliver tangible value.

Why it's important: Any goal is useless if you can’t tell when you achieved it. Setting clear and measurable objectives ensures that your tech projects have a defined direction and purpose. It allows for better resource allocation, prioritization, and tracking of progress.

Action: Start by defining what success looks like for your project. Break down your main objective into smaller, quantifiable milestones. Use tools and metrics that align with your goals. Regularly review and adjust these objectives based on real-world feedback and results. Remember, it's not just about building a model; it's about solving a specific problem or achieving a particular outcome.

✔️ Stay Informed on Regulations

As AI becomes more integrated into society, governments are taking note. Staying compliant is crucial to avoid penalties and ensure your AI solutions are ethical and responsible.

Why it's important: The AI landscape is evolving, and so are the regulations around it.

Action: Designate a compliance officer or team responsible for monitoring changes in AI/ML laws and guidelines. Subscribe to regulatory update services specific to your industry and jurisdiction, such as the EU's GDPR updates for data protection or the FDA's guidelines for AI in healthcare. Implement a quarterly audit process to assess your project's compliance with current regulations, and update your data governance and model training practices accordingly.

✔️ Consider Ethical Implications

Beyond regulations, there are ethical considerations in AI, from potential biases to societal impacts.

Why it's important: Doing the right thing is always the right thing. As much as trivial it sounds it will help you avoid many troubles along the way. The product and brand that encapsulates it should be built on solid ethical ground to avoid future PR and employ branding problems.

Action: Regularly review your AI solutions from an ethical standpoint. Consider seeking external audits from consultants who have expertise in the issues related to ethics in AI.

✔️ Cost Management

From data storage to computation power, AI can be resource-intensive. Effective cost management ensures that your AI projects remain sustainable.

Why it's important: While AI can offer incredible ROI, unchecked costs can spiral.

Action: Regularly review your AI-related expenses. Prototype early and fast to better estimate budgets. Hire or consult technology experts who will help you choose the right tech stack that will not bite you back later in a product lifecycle. Optimize processes, and consider cost-effective alternatives without compromising on quality.


Do not omit this area when your startup decides to use AI / Machine Learning in its project. All the principles developed over the last decades in the User Experience area are applicable in your endeavours and can significantly contribute to the positive reception of your prototype or final product by its users.

✔️ Implement User Experience (UX) principles

The end-users of your AI solutions need to find them intuitive, user-friendly, and value-adding.

Why it's important: A powerful AI with poor UX is like a sports car with flat tires. The engine inside may be a tech marvel, but who cares if no one can or wants to drive it?

Action: Collaborate closely with UX designers. Introduce User Experience expertise already in the prototype phase of the project. Regularly gather user feedback and iterate on your solutions to enhance user satisfaction.

✔️ Embrace Feedback

Constructive feedback, both from users and team members, can provide invaluable insights to improve your AI solutions.

Why it's important: The multi-faceted nature of contemporary tech projects forces us to take input from multiple sides into account. Users are one thing, but in every industry, there are many fields of expertise that can have valuable input for your project. The earlier and better you listen to them, the faster you will optimize your product.

Action: Reach out and look for field experts. Create channels for feedback collection. Act on feedback in a timely manner. Consider hiring UX research specialists who will help you collect adequate and valuable feedback.

✔️ Prioritize Real-world Testing

It's one thing for your AI to perform well in controlled conditions. It's another for it to thrive in the messy, unpredictable real world.

Why it's important: The lab isn't the real world. There is an endless amount of conditions that would never surface until put into real-world scenarios. Some of them can be a make or break for your startup, so treat real-world testing as a powerful risk mitigation tool.

Action: Once you have a prototype, test it in real-world conditions. Gather feedback. Iterate. Test again. Don't just rely on simulations.


The tech stack you choose for your startup AI project can set the trajectory for its success. Sometimes you want to use cutting-edge technology, sometimes simplicity will be the key. There is a balance between your current project needs and scalability - depending on whether you are creating the first prototype or expanding the current solution, your technological needs will be unique. Do not save resources on the choice of technology, because the right decision will set you for a long road ahead.

✔️ Choose the Right Tools

Depending on your objective, you'll need to pick the right tool for the job. Some tasks might require deep learning, while others might be solved with simpler algorithms.

Why it's important: Implementation or development of the right tool takes some time, and deep learning may not always the correct answer - there's no need to use a chainsaw to slice your bread. Some tools can be used effectively out of the box without additional data, while others might require fine-tuning or specific datasets (for training purposes, for instance). To strike a balance, ensuring you're not overcomplicating solutions or overlooking tool capabilities needs, let functional requirements be your base determinant setting the needs of the project.

Action: Research to understand the landscape of AI tools available. If your team lacks deep tech specialists, this is a good place to support yourself with team augmentation. Your project will benefit greatly when guided by a skilled expert throughout its design and development.

✔️ Prioritize Data Privacy in AI Implementations

With the rise of AI, data privacy concerns have skyrocketed. Ensuring privacy not only builds trust but also complies with global regulations.

Why it's important: As AI models often require vast amounts of data, it's crucial to handle this data responsibly. Plus some data may be sensitive (i.e. medical or personal data) and their leak could cause serious harm both for the users and your credibility.

Action: To ensure data privacy in AI projects, before project initiation, conduct Data Protection Impact Assessments (DPIAs) to identify and address potential privacy risks, ensuring compliance with regulations such as GDPR and CCPA. Utilise end-to-end encryption for both data storage and transmission, and implement differential privacy methods during data analysis. Additionally, consider deploying the model near the sensor, allowing only the outcome of processing to propagate rather than the raw data itself. This minimises the exposure of sensitive information. Moreover, employ data anonymisation techniques to further protect individual identities. Continually update your data governance policies and engage in third-party audits to verify the robustness of your privacy measures. Collaborate with data security experts to tailor the security level to your project's specific needs.

✔️ Implement Continual Learning for AI Models

Instead of static models, opt for systems that can learn and adapt over time from new data.

Why it's important: The world changes, and so should your AI models. Continual learning ensures your models stay relevant and accurate.

Action: In machine learning-driven projects, opt for systems with online learning capabilities that can incrementally update the model with new data. Implement a robust data pipeline that can preprocess and feed new data into the model automatically, and set up monitoring tools to track model performance metrics, triggering retraining cycles as needed.
At the same time, be mindful when venturing into continual learning and adaptive systems. In the initial phases of working with the solution, there should be a period when models are still supervised and deployed in a controlled manner. So, while continual learning can be a significant advantage for your project, you should approach it with caution.

✔️ Opt for Transfer Learning for Efficient AI Development

Transfer learning allows you to leverage pre-trained models and fine-tune them for your specific task.

Why it's important: Not every startup has the resources to train an AI model from scratch. Transfer learning can save time and resources.

Action: Start by selecting a pre-trained model that is closely aligned with your project's domain. Then, fine-tune this model on your specific dataset, which allows you to capitalize on the pre-trained model's existing knowledge while adapting it to your unique requirements. This approach significantly reduces both training time and computational resources, accelerating your project's time-to-market.


In the realm of AI and machine learning projects, the quality and diversity of data are crucial. For a startup venturing into this space, understanding, diversifying, and establishing proper data sets is not just a recommendation but a necessity. The following points delve will help to ensure your AI models are both robust and unbiased.

✔️ Understand Your Data

Before diving into algorithms and models, take a hard look at your data. Is it relevant? Is it clean? Does it reflect the diversity of real-world scenarios? Is it free of biases that will skew the results?

Why it's important: Data is the lifeblood of AI. Like with any database, the quality of input will have the greatest impact on the quality of output.

Action: Implement a robust data governance strategy that includes data profiling and quality checks to ensure cleanliness and relevance. Utilize feature engineering techniques to transform raw data into a format that is beneficial for machine learning., Schedule periodic data audits and employ anomaly detection algorithms to identify and rectify any inconsistencies or biases in the dataset, thereby maintaining its quality and relevance over time. 

The issues of data quality and adequacy are bread and butter for machine learning experts. Do not hesitate to draw from their experience to avoid wasting your time and resources on reinventing the wheel.

✔️ Establish a Ground Truth for AI Models

Ground truth refers to the data that is objectively accurate and can be used as a benchmark to train and test AI models.

Why it's important: Ground truth is the bedrock of any AI model. It ensures that you can objectively measure the performance of your algorithms and have a baseline to evaluate the improvement of the developed methods and models.

Action: Build a "Golden Dataset," which is a rigorously annotated and validated subset of your data. Engage domain experts in the annotation process to ensure the highest level of accuracy and relevance. Once the Golden Dataset is prepared, use it for evaluating the performance of your processing pipeline, ensuring that any changes made to your code or model have not affected negatively the pipeline.

✔️ Diversify Your Data and Minimise Bias

Ensuring diversity in your data can lead to more robust and inclusive AI models. Relying on a narrow set of data or not being aware of potential biases can lead to biased or ineffective AI solutions.

Why it's important: Diversifying your data assures that all cases are covered, preventing bias towards any particular class. Failing to implement data robustness in your AI/ML startup can lead to model overfitting, where your algorithms perform well on training data but poorly on new, unseen data, severely limiting their real-world applicability. Furthermore, AI models can unintentionally perpetuate biases present in the training data, leading to unfair or inaccurate outcomes.

Action: To implement data robustness and minimise bias in your AI/ML startup:

a. Employ data augmentation techniques such as rotation, scaling, and flipping to diversify your training dataset, thereby improving model generalisation.
b. Utilise feature engineering to identify and include only the most relevant variables.
c. Characterise your dataset to ensure it's representative of varied conditions; for instance, for computer vision, if your dataset was collected during winter, it might not be applicable for summer scenarios due to changes in roads or human clothing.
d. Conduct a "Bias Audit" on your training data and algorithms. This involves statistical tests to identify any skewed representations in your data or discriminatory decision-making in your models.
e. Once biases are identified, apply techniques like re-sampling, re-weighting, or synthetic data generation to balance out the dataset.
f. Consider using fairness-aware algorithms that are designed to make unbiased predictions.
g. Conduct rigorous cross-validation tests across multiple data subsets to ensure that your model performs consistently well under different conditions and isn't merely tailored to your initial dataset.


Properly selected and arranged processes will be needed for your startup sooner than you can imagine. Going through those critical steps and adapting the right methodologies early on will ensure a seamless transition from ideation to deployment and further into project scaling.

✔️ Performance Monitoring and outcome

Setting up performance monitoring tools and key performance indicators (KPIs) to measure project success. Implementing feedback loops for the team and stakeholders to analyse and act upon the data.

Why it's important: Going back to the business goals we’ve discussed earlier - your project needs success metrics and the next step is to establish a process to make sure data is gathered, oriented, analysed and used.

Action: To establish Performance Monitoring and KPIs, first identify the critical metrics that align with your project's business objectives, such as model accuracy, latency, or user engagement. Implement monitoring tools to continuously track these metrics in real time. Set up automated dashboards that are accessible to both the team and stakeholders, and schedule regular review meetings to analyze this data. Use this analysis to make data-driven decisions, prioritize tasks, and adjust your project roadmap accordingly. 

✔️ Resource Allocation and Scaling

The goal here is to set processes that allow your team to allocate resources efficiently, keeping scalability in mind.

Why it's important: When creating and developing a project, keep its future in mind. Proper resource allocation prepares your project for growth.

Action: Implement a Resource Management Software that integrates with your existing project management tools. This will allow you to track team availability, skill sets, and project timelines in real-time. Establish a bi-weekly review process to assess resource utilization rates and adjust allocations based on project priorities and deadlines. Use predictive analytics to forecast resource needs for upcoming sprints or project phases, and always maintain a resource buffer for unexpected requirements. This structured approach ensures that you're not only meeting current demands but are also prepared for future scaling.

✔️ Risk Mitigation Strategies

Develop a risk mitigation plan that addresses potential issues in technology, compliance, and market adoption.

Why it's important: Protects your project against challenges and setbacks, and assists you in identifying otherwise unforeseen risks.

Action: The effort you put into risk management should be adequate to the scale of your project. By using even simple exercises and tools, you will avoid many problems down the line.
Start with business consulting evergreens that anybody can conduct and drive insights from, like SWOT and PESTLE analysis. They will help you identify risks and establish contingency plans for them.


Last but not least - people. It may sound trivial, but at the end of the day, your startup is about people creating innovation for people. Therefore, it is important to take care of the education and well-being of your team. This will ensure better team performance and lower staff turnover, thanks to which you will achieve the project and business goals of your startup faster and more effectively.

✔️ Foster Collaboration

Building a successful AI solution isn't just about data scientists. It's about designers, engineers, business analysts, and domain experts coming together.

Why it's important: Much like many fields today, AI is interdisciplinary. To ensure the success of your project, not just technically but also in practical terms, commercially, and from a business perspective, it's important to invite experts from various disciplines.

Action: Break down silos. Encourage cross-team collaboration. Organize workshops and brainstorming sessions. Make sure everyone feels they're a part of the AI journey.

✔️ Educate Your Team

As AI technologies evolve, continuous learning ensures your team remains at the cutting edge.

Why it's important: A well-informed team is an empowered team.

Action: Invest in regular training and workshops. Build an environment for your team where there is time and encourage knowledge sharing within the team.

With these 20 tips, you're armed with a comprehensive checklist to navigate the complex world of AI in startups. Remember, while AI is a powerful tool, its success largely depends on the human touch – your vision, your dedication, and your ability to adapt and learn. Best of luck on your AI journey!

Don't go just yet...

We thought you might want to share this list with your teammates or just have a helpful cheat sheet handily lying next to you when working on your project.

That's why we have prepared our article in the form of a simple 1-pager checklist for your convenience. Cheers!

Let's talk!

Do you have questions or would like to have your project reviewed?