A POSSIBLE SESSION FOR YOUR TEAM
Sample course outline — adapted after a planning conversation.
AI Company: practice clear roles and handoffs
Simulate a small team of specialized AI roles working on one customer request. Practice passing evidence, checking work and escalating decisions to a person.
Proposed: a facilitated 120-minute team workshop.
Proposed: laptop, shared notes and a team-approved text AI tool. Participants copy information between roles manually; no agent platform or connected accounts required.
This example is a starting point. Scope, timing, tools and deliverables are agreed together before a session.
WHO IT SERVES
Is this your next step?
Owners and team leads who already use AI for individual tasks and want to coordinate a repeatable piece of work.
Before the session
- Experience writing and checking AI prompts.
- Ability to describe who reviews and approves a business task.
PRACTICE & TAKEAWAYS
Work you can try.
What you will practice
- Define three distinct roles with inputs, outputs and limits.
- Pass a request between roles without losing source facts.
- Detect an unsupported promise and route it to a human approver.
What you can leave with
- A three-role responsibility map.
- A handoff template and reviewed customer-response draft.
- A short escalation checklist.
PROPOSED AGENDA / 120 MINUTES
From first example to review.
Open each section for the exercise, output and review check. All practice uses fictional or anonymized material.
01Define the roles25 min
Purpose. Give each role a narrow responsibility.
Learning outcome. Write responsibilities and approval limits for intake, drafting and review roles.
Explain or demonstrate. Show how an intake role extracts facts while a drafting role writes from those facts and a reviewer checks the result.
Hands-on practice. Map roles for fictional Cedar Office Supply: a customer requests 12 chairs by Friday; stock shows 8; delivery timing is unconfirmed. Assign a human supervisor to approve commitments.
Your output. A role map with inputs, outputs, prohibited promises and human owner.
Review check. Each responsibility has one owner; no AI role can approve stock substitutions or delivery promises.
Prerequisites. Experience checking AI output.
Proposed time: 25 minutes, including the explanation, practice and review.
02Build a usable handoff30 min
Purpose. Carry evidence and uncertainty between roles.
Learning outcome. Create a handoff that separates facts, missing information and requested next action.
Explain or demonstrate. Compare a vague “handle this” message with a handoff that includes the source request and unresolved delivery date.
Hands-on practice. Act as the intake role. Extract the chair request into a handoff; another participant drafts a reply using only that handoff and the supplied source.
Your output. A completed handoff and first response draft.
Review check. A partner can trace quantity, stock and deadline to the source; delivery uncertainty remains visible.
Prerequisites. Completed role map.
Proposed time: 30 minutes, including the explanation, practice and review.
03Break5 min
Purpose. Pause before the next practice round.
Learning outcome. Rest time; no learning outcome assessed.
Explain or demonstrate. No demonstration during the break.
Hands-on practice. Step away from the exercise.
Your output. No participant output required.
Review check. No assessment during the break.
Prerequisites. None.
Proposed time: 5 minutes, including the explanation, practice and review.
04Review and escalate35 min
Purpose. Catch errors before a customer sees them.
Learning outcome. Reject an unsupported promise and identify the decision a person must make.
Explain or demonstrate. Review a deliberately flawed reply: “All 12 chairs will arrive Friday.”
Hands-on practice. Run the representative exercise. Reviewer marks unsupported claims; supervisor lists questions for stock and delivery owners; drafter revises the reply.
Your output. A reviewed reply plus an escalation note.
Review check. Reply makes no delivery commitment, preserves the requested 12 chairs and names the unresolved stock gap.
Prerequisites. Handoff and first draft.
Proposed time: 35 minutes, including the explanation, practice and review.
05Try a second request25 min
Purpose. Check whether the handoff works without instructor help.
Learning outcome. Use the same roles to handle a request with a changed quantity.
Explain or demonstrate. Show how to log a changed source fact without silently reusing an old draft.
Hands-on practice. Change the request to 6 chairs by Friday, leaving delivery unconfirmed. Rotate roles and rerun the handoff and review.
Your output. A second reviewed reply and one template improvement.
Review check. Stock gap is removed, delivery remains unconfirmed, and a human still owns any promise.
Prerequisites. Reviewed first request.
Proposed time: 25 minutes, including the explanation, practice and review.
TRY A REPRESENTATIVE EXERCISE
Pass a customer request through three roles
Fictional practice material
Fictional Cedar Office Supply request: “We need 12 chairs by Friday. Can you confirm?” Stock note: 8 chairs available. Delivery timing: not yet checked. Policy: only the order manager may approve a delivery commitment or substitution.
Example prompt
Act as the intake role. Using only the supplied material, write a handoff with Facts, Unknowns, Next action and Approval needed. Then, in a separate pass as the drafting role, write a short customer reply. Do not promise delivery or invent stock. In a final review pass, identify any unsupported claim and who must approve the commitment.
Illustrative expected output
One acceptable example, not a guaranteed AI response.
Facts: customer requests 12 chairs by Friday; 8 are available. Unknowns: availability of the remaining 4 and delivery timing. Next action: ask the order manager to check stock and delivery. Approval needed: order manager approval before any commitment. Draft reply: “Thanks for your request for 12 chairs by Friday. We currently have 8 available. The remaining quantity and delivery timing still need confirmation. We cannot confirm Friday delivery yet.” Review: no delivery promise; order manager approval still needed.
Check the result. Compare all quantities and dates to the source. Confirm the shortage is 4, and neither the handoff nor the reply turns Friday into a promise.
BEFORE WE MEET
What your team provides.
- One repeatable team task and its current handoffs.
- Roles allowed to approve customer commitments.
- Any approved examples, with sensitive details removed; fictional material can be used throughout.
Use approved, anonymized examples or fictional material. Do not share confidential records or credentials in a planning inquiry.
ADAPT IT TO YOUR WORK
Choose a useful focus.
- Use a sales inquiry, internal request or project update instead of an order.
- Add a specialist role only if the task needs a distinct review.
- For experienced teams, map the manual exercise to a proposed platform after checking its access and approval controls.
We confirm the audience, business task, time and tool access during planning.