Read this aloud to your team through the day. You don't need to be an AI expert. You need to keep the energy steady, hold space for build labs, and capture wins.

Opening (9:00 AM)

"Today we're spending one full day learning what AI can actually do for our work. By the end, every one of us will have built something useful. Not theory. Not a webinar. Real workflows that save time starting next week."

"Three ground rules. One: there are no dumb questions today. Two: it's okay if your first prompt fails — that's the point. Three: at the end, we share what we built."

Foundations (9:30 AM)

"AI is good at repetitive language work, summarizing, drafting, restructuring. It's bad at things requiring fresh judgment, current data it wasn't trained on, or anything where a wrong answer costs us a lot. We're going to lean into the strengths today."

Demo the same prompt two ways. Bad: "write me a client email." Good: a specific prompt with role, goal, voice, constraints, length. Show the difference.

Workflow Mapping (10:30 AM)

Pass out the Use-Case Checklist. "We're going to spend the next hour identifying the work that piles up, takes too long, or that everyone dreads. Score each one. We'll pick 3-5 to actually build during the build labs."

Build Lab 1 (11:30 AM)

Stage 1 focus: Each person builds one prompt that saves them 30 minutes this week.

"Pick one workflow from the top of your scored list. Use the prompt pack for inspiration. Build it. Test it. Document what you did in the Workflow Capture Worksheet. I'll come around to help."

Lunch + Recap Prep (12:30 PM)

Eat together if possible. Have 2-3 people show what they built. Capture quotes for the Leadership Recap.

Build Lab 2 (1:15 PM)

"Refine what you built. Document it for someone else on the team to use. If Lab 1 was easy, build a second one. Pair across roles if you can — different perspectives improve prompts."

Team Demos (2:45 PM)

Five minutes per group. Each demo covers: the workflow problem, the AI-assisted solution, estimated time saved, what's needed next.

Leadership Roadmap (3:30 PM)

Synthesize: quick wins (do this week), automation candidates (build next month), training gaps, governance needs. Use the Leadership Recap Template.

Close + Commitments (4:15 PM)

Round-robin. Each person says one AI habit they'll keep this month, one workflow they'll use, and one experiment they'll try. Capture in 30-Day Roadmap handout.

"Thank you for being here. We didn't just learn about AI today — we built with it. That's the difference."

Score each potential AI use case. Pick the highest-scoring 3-5 to build during the build labs.

Impact: how much time/money saved (1-5). Ease: how easy to build (1-5). Risk: how risky if AI gets it wrong (1-5, lower is better). Total = Impact + Ease - Risk.

Notes / additional ideas

Decision framework. Run any task through it before spending an hour trying to make AI do it. Saves more time than any prompt ever will.

Step 1 — Is the task suited to AI?

Step 2 — What's the cost of being wrong?

• Low (internal draft, brainstorm): Use AI freely, light review.
• Medium (internal decision, public-facing draft): AI drafts, you verify specifics, you decide.
• High (client-facing, regulated, contractual): AI drafts, expert reviews EVERY specific, expert signs.
• Very high (legal / medical / financial advice to a third party): AI may not be appropriate at all without enterprise tooling and an audit trail.

Step 3 — Am I using the right kind of AI?

• One-shot text task → ChatGPT / Claude / Gemini chat
• Same task repeatedly with shared context → Claude Project or Custom GPT
• Connected to other apps (trigger → AI step → action) → Zapier / Make / n8n
• Research with sources required → Perplexity
• Slides / one-pagers / sites → Gamma / v0
• Coding work → Cursor / Claude Code / GitHub Copilot
• Multi-step autonomous work → an agent (and read Module 10 first)

Step 4 — Quick gut check before pasting

Is this safe to share with this AI tool? (See AI Usage Policy)
Have I given the AI enough context (role, goal, constraints, format, examples)?
Will I review the output, or am I about to send it without reading?
Do I know how I'll verify the specific facts in the output?

Step 5 — When the answer is "No, don't use AI"

Just do it yourself. Knowing where AI doesn't belong is half the value of this framework. The other half is doing more of what AI IS good at, on purpose.

Send to every attendee 3 days before AI Day. Takes 5 minutes. Use answers to shape build labs.

Your role + work

1. What's your role?

2. Describe one task you do every week that takes longer than it should.

3. What's something you wish "ran itself"?

Your AI experience

4. Have you used AI tools (ChatGPT, Claude, Copilot, Gemini) for work?

Never    A few times    Weekly    Daily

5. What's worked for you?

6. What's been frustrating or weird?

What you want from AI Day

7. What's one thing you'd love to leave AI Day knowing how to do?

8. What concerns or questions do you want addressed?

Fill out one of these for every workflow you build today. Bring to demos.

Workflow name

What problem does it solve?

How does it work? (steps)

The prompt or agent setup (paste below)

Example input → expected output

Estimated time saved per week

What this needs to be production-ready (if anything)

Owner

Who else on the team should use this?

Take 10 minutes at the end of the day. The act of writing locks in the lessons. This is for you — keep it, share it, or photograph it for your manager.

Three things I learned about AI today

1.

2.

3.

One thing I built that I'm proud of

Where I struggled (and what helped)

One AI habit I'll keep this month

One thing I want to learn next

How AI fits in my role (in one sentence)

Fill this out at the end of AI Day from the Workflow Capture worksheets. Hand to your CEO / leadership team.

The headline

One sentence: what happened today.

Quick wins (use this week)

Top 3 workflows worth productionizing

Estimated time savings

Per week: ____________    Per year: ____________    In dollars: ____________

Training gaps surfaced

Governance / policy needs

Top 3 risks to address

Recommended next investment

Implementation sprint (build top workflows)    Custom agent build    Ongoing AI ops support    More training

Recommended timeline

Fill this out at the end of AI Day. Real numbers. Most teams under-count by 50% because they forget the second-order effects (faster decisions, less context-switching, better quality).

Per-workflow time savings

Convert hours to dollars

Blended hourly cost (salary + benefits + overhead): $________ /hr

Weekly hours saved (from above): ________ hrs

Weekly $ recovered: Hourly cost × hours saved = $________ /wk
Annual $ recovered: × 50 weeks = $________ /yr

Don't forget second-order savings

• Faster decisions (fewer meetings, less waiting) — estimate hours: ____
• Less context-switching (deeper work blocks possible) — estimate hours: ____
• Higher-quality output (fewer revisions / errors / rework) — estimate hours: ____
• Things you DIDN'T do before because they took too long — new value created: $____
• Less burnout / better retention — qualitative but real: ____

What this paid for

Total annual recovery: $________
Tool cost (Claude Pro / ChatGPT Plus / Zapier / etc., per month × 12): $________
AI Day investment (DIY = $0; Live = $X): $________
Net annual recovery: $________

Payback period

Investment ÷ weekly recovery = ________ weeks to break even.

Use this number

Hand this to leadership. Hand it to yourself in 90 days when you're wondering if AI is "working." The math is the math.

Each person fills this out at the close of AI Day. Photograph it, slack it to your team, or stick it on your monitor.

Name

One AI habit I'll do daily

(e.g., draft my first email of the day with AI assist)

One workflow I built today and will use this week

One experiment I'll run by Day 14

One person I'll teach what I learned

What "success" looks like by Day 30

Check-in dates

Day 7: ____________    Day 14: ____________    Day 30: ____________

16 prompts pre-tested for universal — cross-functional. Edit the bracketed placeholders for your situation. Copy into ChatGPT, Claude, Gemini, or Copilot.

You will receive meeting notes or a transcript. Produce: (1) one-sentence summary, (2) decisions made, (3) action items as Owner — Action — Due, (4) follow-up topics, (5) open questions. Be conservative — if an owner or due date isn't specified, mark it as 'unassigned.' Do NOT invent owners or dates.

Notes: [PASTE]

You are documenting a process as an SOP. Use only the information provided. Structure: trigger, owner, prerequisites, numbered steps with sub-bullets, decision points, tools, expected timing, handoffs, quality check. Output as Markdown. Flag anything that needs more detail to be reproducible.

Process interview notes: [PASTE]

Draft an email response in my voice. My voice: [3-5 SAMPLE EMAILS or VOICE NOTES]. Goal of this email: [GOAL]. Recipient: [WHO]. Constraints: [CONSTRAINTS]. Length: [LENGTH]. Do NOT add 'I hope this finds you well' or other generic openers I never use.

Incoming email or context: [PASTE]

You answer customer questions using only the company knowledge base provided. If the answer isn't in the knowledge base, say so and recommend escalation. Tone: helpful, direct, no fluff. Do NOT make up policy or pricing not in the knowledge base.

Knowledge base: [PASTE OR ATTACH]
Customer question: [PASTE]

Draft a job posting for [ROLE] at [COMPANY]. Use the role intake provided. Structure: hook (1-2 sentences), what you'll do, what you'll bring, what we offer, how to apply. Avoid generic corporate language and gendered/coded language. Inclusive tone. Max 350 words.

Role intake: [PASTE]

Draft a first-pass proposal for [PROSPECTIVE CLIENT]. Use my company structure: (1) Understanding of the situation, (2) Approach, (3) Timeline, (4) Investment, (5) Next steps. Voice: confident, plain English, no jargon. Use only the data provided — flag any gaps in [BRACKETS]. Do NOT invent qualifications or case studies.

Client context: [PASTE]
Scope notes: [PASTE]
Pricing approach: [FIXED / HOURLY / HYBRID]

Max 800 words.

Draft this week's status update. Use only the activity log provided. Structure: headline (1 sentence), what shipped, what's in progress, blockers needing decisions, next week's focus. Tone: clear, accountable, no spin. If the week was slow, say so. Max 200 words.

Activity log: [PASTE]

I'm going to dictate a brain dump. Convert it into structured output: (1) what I'm trying to do (1 sentence), (2) decisions made vs still open, (3) tasks for me with rough timing, (4) tasks I need to delegate, (5) questions I need to answer, (6) one thing I'm avoiding that I should name.

Voice memo transcript: [PASTE]

Draft 3 variants of a cold outreach message to [PROSPECT]. Each variant should: (1) open with something specific to them (use the research provided, don't fabricate), (2) state one specific value I can offer, (3) make a low-friction ask. NO 'I hope this finds you well.' NO 'quick chat?' Max 80 words each.

Prospect research: [PASTE]
What I do: [PASTE]

Generate 5 LinkedIn post variants from this raw idea. Mix formats: (1) personal story → lesson, (2) framework / list, (3) contrarian take, (4) question to spark conversation, (5) build-in-public update. Each: 100-200 words, no hashtag walls, opens with a hook line that makes me want to read more. Do NOT use 'Excited to announce' or other LinkedIn cringe openers.

Raw idea: [PASTE]
My voice notes: [PASTE]

Read this document and explain it in plain English. Structure: (1) what it is in one sentence, (2) what it actually says (bullets, no jargon), (3) what's surprising or important, (4) what I should DO based on this, (5) anything that's unclear and needs follow-up. Use only the document — don't fabricate.

Document: [PASTE]

Draft a negotiation message. Goal: [WHAT I WANT]. Constraints: [CONSTRAINTS]. Style: professional, firm, collaborative. Avoid emotional language. Reference data where I provide it. Leave a clear opening for response. Max 200 words.

Deal context: [PASTE]
What the other side has said so far: [PASTE]

Outline a [N]-minute presentation on [TOPIC] for [AUDIENCE]. Structure: hook, the one big idea, 3 supporting points (each with one example), one objection / counter, call to action. Keep it tight. List slides as: title, key bullet, image suggestion. Max 12 slides.

What I want them to walk away with: [PASTE]

I have a difficult conversation coming up. Help me prep. Output: (1) the actual goal (vs my emotional goal), (2) opening line that names the issue without escalating, (3) 3 things they're likely to say and how to respond, (4) what success looks like vs what I'm trying to avoid, (5) my one boundary or non-negotiable. Tone: human, direct, accountable.

Context: [PASTE]

Analyze whether to change pricing on [PRODUCT/SERVICE]. Use only the data provided. Output: (1) current pricing logic, (2) what's changed (cost, demand, competition, perceived value), (3) 3 pricing scenarios with rationale, (4) recommendation with confidence level, (5) how to communicate the change to existing customers.

Data: [PASTE]

Run a retrospective on [PROJECT]. Use only the data provided. Structure: outcomes vs goals, what went well, what didn't, why (root cause, not blame), 3 specific lessons (each actionable), recommendations for next time. Tone: honest, no spin.

Project data: [PASTE]

Every term covered in the curriculum, with a one-sentence definition. Print and post by the team's desks.

Every tool covered in the curriculum, organized by category, with what it's for and what's free.

Start here. Every tool that has a real free tier — what it is, what it's good for, and where to sign up.

Copy this. Edit the [BRACKETED] sections. Email to your team. Update quarterly. This is not legal advice — for regulated industries (legal, medical, financial), have counsel review.

1. Why we have this policy

AI tools (ChatGPT, Claude, Gemini, Copilot, etc.) can make our work faster and better. They can also leak data, produce confidently wrong output, and create legal exposure if used carelessly. This policy keeps the upside while managing the risks.

2. Sanctioned tools

These tools are approved for company use. If a tool isn't on this list, ask before using it for work data.

• [CLAUDE / CHATGPT / GEMINI / COPILOT] — for [TASK TYPES]
• [ZAPIER / N8N / MAKE] — for automations
• [GAMMA / NOTION AI] — for documents and decks
• [OTHER]

3. What you CAN paste into AI tools

• Public information (anything on our website, press releases, public-facing docs)
• Your own work product (drafts, notes, ideas)
• De-identified examples (names removed, numbers rounded, dates shifted)
• Internal SOPs, templates, and process docs (unless marked confidential)

4. What you CANNOT paste into consumer AI tools

• Customer or client PII (names + financial / health / legal details)
• Employee personnel records or compensation data
• Trade secrets, source code, or strategic plans
• Anything covered by NDA, BAA, or contract confidentiality
• Credentials, passwords, API keys, or access tokens
• For regulated industries: anything covered by HIPAA, PCI, GLBA, or attorney-client privilege

For sensitive data: use [APPROVED ENTERPRISE TIER — e.g., Claude Team, ChatGPT Enterprise] which has appropriate data agreements in place. Free / personal accounts are not acceptable for sensitive data.

5. Human review required

AI drafts; humans send. The following must be reviewed by a human before it goes out:

• Anything sent to clients or customers (email, document, contract)
• Anything publicly posted under our brand
• Anything that includes specific facts (dates, prices, names, citations) — verify each one
• Anything that constitutes a recommendation, opinion, or commitment

6. Disclosure

[CHOOSE ONE — depends on your industry and client expectations]

• We do not need to disclose use of AI for routine internal work.
• For client-facing deliverables: [DISCLOSE / NOT DISCLOSE / DISCLOSE IF ASKED]
• For regulated work: follow [APPLICABLE RULE / BAR GUIDANCE]

7. Audit trail

For [SPECIFIC WORK TYPES — e.g., legal memos, financial models, medical documentation], log: tool used, prompt used, date, who reviewed.

8. When unsure, ask

Designated AI lead: [NAME, EMAIL]. When in doubt, default to NOT using AI for that task and ask first.

9. Updates

AI tools change monthly. We review this policy quarterly. Last updated: __/__/____. Next review: __/__/____.

Honest comparison. We named names. If you found a better free playbook anywhere, tell us — we'll improve.

Where they win

• Grow with Google: in-person, free, with a chamber of commerce — great if you want a venue and to meet other local owners.
• Liam Ottley / Allie Miller: if you want a high-energy live presentation as motivation, their free events are well-produced.
• Google Cloud SMB Playbook: 51 use cases organized by function — a useful idea reference, even if not run-it-yourself.

Where we win

• You can actually run it. Most "free workshops" are 60-min sales pitches or ungrounded PDFs. This is a complete day of content with handouts, prompts, agents, and a script.
• Personalization that matches reality. Industry × size × stage actually changes what you get — not just a different cover page.
• No upsell required. If you never pay us a dollar, this is still complete. The Live tier exists if you want speed and accountability — not because the free version is broken.