AI Workflow Playbook

Use only AI tools your organization allows, and don't share confidential or personal information unless your approved tool and policy permit it. AI can make mistakes; you are responsible for reviewing and checking everything before using it.

How to Use This Playbook

A prompt helps with one step. A workflow chains several steps together so a whole task gets faster. Each workflow below lists:

• When to use it

• Steps (with prompts)

• Your check (what you must review yourself)

Prompts are shortened; add your details in [brackets].

Workflow 1: Inbox Zero in 20 Minutes

When: your inbox is overflowing.

1. Skim and archive anything that needs no action (newsletters, FYIs).

2. For emails needing replies, paste each one (with sensitive details removed) and prompt: "Draft a short reply that says [point]."

3. For longer threads: "Summarize this thread in 3 bullets and tell me what I'm being asked to do."

4. Turn repeated replies into templates: "Make this into a reusable template."

5. Send, snooze, or schedule.

Your check: names, dates, commitments, tone.

Workflow 2: Meeting Prep to Follow-Up

When: any important meeting.

1. Before: "Create a 30-minute agenda for [meeting] with [goal]." Add "Suggest 5 questions I should ask."

2. During: take notes (or use approved transcription with participants' consent).

3. After: "Summarize into decisions, action items (owner, deadline), and open questions."

4. "Draft a follow-up email to attendees with these points."

5. Add action items to your task manager.

Your check: that decisions and owners are accurately captured.

Workflow 3: First Draft of a Report

When: you need a report, proposal, or document from scratch.

1. Brain-dump everything you know in rough bullet points.

2. "Here are my notes. Suggest a clear outline for a [type of document] for [audience]."

3. Edit the outline yourself.

4. "Write section 1 based on this outline and these notes. Use only the information provided." Repeat per section.

5. "Review the full draft for clarity, gaps, and repetition."

6. Add your own insight, examples, and conclusions.

Your check: every fact and figure; that conclusions are yours.

Workflow 4: Research Brief on a New Topic

When: you need to get up to speed quickly.

1. "Explain [topic] in plain language and list the 10 key concepts."

2. "What are the main debates or different viewpoints on this?"

3. Gather 3–5 reliable sources yourself (or use a tool with cited web search and open each source).

4. Paste source excerpts: "Summarize each source in 3 bullets and note where they agree or disagree."

5. "Create a one-page brief: background, key points, open questions, sources."

Your check: sources exist and say what's claimed; information is current.

Workflow 5: Weekly Planning

When: Monday morning or Friday afternoon.

1. List your tasks, deadlines, and meetings.

2. "Prioritize these and suggest a realistic weekly plan. Put deep work in the mornings."

3. "Break [biggest project] into tasks of 30 minutes or less."

4. Block time in your calendar.

5. On Friday: "From these notes, draft my weekly update: done, next, blockers."

Your check: realistic workload; nothing important dropped.

Workflow 6: Presentation in an Hour

When: you need slides fast.

1. "Create a 10-slide outline for a presentation on [topic] for [audience]. Goal: [goal]."

2. Adjust the outline.

3. "For each slide, write a headline (one sentence that states the point) and 3 short bullet points."

4. "Write speaker notes for each slide, about 60 seconds each."

5. Build slides in your usual tool, adding visuals and your own data.

6. "What questions might the audience ask? Suggest answers."

Your check: data accuracy, image rights, your own voice in the delivery.

Workflow 7: Customer or Team Feedback Analysis

When: you have lots of survey responses or comments.

1. Remove names and personal details from the responses.

2. "Group these responses into themes. For each theme, give a count and 2 example quotes."

3. "What are the top 3 positive themes and top 3 problems?"

4. "Suggest possible actions for each problem."

5. Discuss with your team before deciding.

Your check: spot-check the counts and that quotes are real and in context.

Workflow 8: Job Description and Interview Questions

When: hiring for a role.

1. "Draft a job description for a [role] at a [type of organization]. Responsibilities: [list]. Must-haves: [list]."

2. "Rewrite it to be inclusive, clear, and free of jargon. Flag any requirements that may unnecessarily exclude candidates."

3. "Create 8 structured interview questions linked to these requirements, with what a strong answer might include."

Your check: fairness, legal requirements, and company policy. Humans should make all hiring decisions; don't use general AI tools to screen or rank candidates unless your organization has approved a compliant process.

Workflow 9: Writing a Process or How-To Guide

When: documenting how something is done.

1. Do the task once and record rough steps (or talk them into a voice note and transcribe).

2. "Turn these rough steps into a clear numbered guide for a new team member."

3. "Add a short 'before you start' section and a troubleshooting section for common problems."

4. Ask a colleague to follow the guide and note where they get stuck.

5. "Update the guide based on this feedback."

Your check: steps are accurate and complete.

Workflow 10: Learning a New Skill at Work

When: you need to learn a tool, method, or topic.

1. "Create a 2-week learning plan for [skill], 20 minutes a day, for a beginner."

2. Each day: "Explain [today's concept] simply, then give me a short practice exercise."

3. Do the exercise and paste your answer: "Give me feedback."

4. "Quiz me with 5 questions on what I've learned this week."

5. Apply the skill to a real task.

Your check: verify important facts with official documentation or experts.

Workflow Tracker

Sample product from a Fora-made demo creator page.