Leila Fielding
WHAT YOU'LL LEAVE WITH
- A one-page team AI agreement: which tool, what for, and what never to share.
- A starter task for each person, chosen to be useful and low-risk.
- A week-by-week plan for the next 30 days, with dates.
- A kickoff agenda and a message to send your team, saved together as one PDF pack.
BEFORE YOU START
Have these ready:
- The name of the AI tool your organisation has approved, if there is one.
- A rough idea of the work your team does every week.
- A date you'd like to start.
Written for team leaders, but anyone can use it to suggest a plan to their manager.
Step 1 of 6
Teams adopt AI well when the basics are in place first: an approved tool, clear rules and a little protected time.
FROM THE FIELD
A short agreement everyone has seen stops the two things that go wrong most: sharing what shouldn't be shared, and In plain EnglishAI output is the result produced by an AI system in response to an input or task. It might be text, an image, code, a classification, a summary or a recommendation.Practical takeawayCheck the output against your brief and original sources, then edit or verify it before sharing or acting on it.Read the full entry that hasn't been checked.
Add your own use
Add your own rule
OUR TEAM'S AI AGREEMENT
[TEAM NAME]: HOW WE USE AI Tool: [tool] We use it for: [uses] We never: - Put personal information about colleagues or customers into an AI tool - Use anything other than our approved tool for work information - Send or publish AI output without reading and checking it ourselves - Use AI to make or shape decisions about individual people Labelling: We're checking whether we need to label AI-assisted work. Not sure? Ask [who to ask]. Agreed on: ________
FROM THE FIELD
FROM THE FIELD
If they disagree, the policy wins.
Not sure what's safe to share? What Can You Safely Share With AI?
People learn AI fastest on their own real work. A good first task is something they do often, mostly involves words, and is easy to check.
Use roles or first names only. This stays in your browser.
FROM THE FIELD
Each person can use Playbook 01 to turn their starter task into a reviewed workflow. For meeting notes specifically: Meeting Notes to Actions.
Starts 16 November · 30 minutes on Tuesdays
A month is long enough to build a habit and short enough to keep everyone's attention.
In week three, start a shared list of In plain EnglishA prompt is the instruction, question or information you give an AI system to guide its response.Practical takeawayTell AI what you want to achieve, provide relevant context and explain what a useful answer should look like.Read the full entry that worked, in a place the whole team can find.
WEEK 1 · 16 to 20 November
Start together
WEEK 2 · 23 to 27 November
Try it on real work
WEEK 3 · 30 November to 4 December
Share what works
Why a shared list matters. AI Snapshot #004, Prompt libraries aren't optional.
WEEK 4 · 7 to 11 December
Decide what sticks
FROM THE FIELD
3 measures · 2 pause conditions
Without a few simple measures, the review in week four becomes a matter of opinion.
FROM THE FIELD
FROM THE FIELD
The first session sets the tone. Most worries are about being replaced, getting it wrong or looking foolish, so answer them early.
KICKOFF AGENDA (30 minutes)
1. Why we're doing this, and what it isn't (5 min) 2. Our team AI agreement: read it together and agree it (10 min) 3. Everyone tries one small, safe task in [tool] (10 min) 4. Starter tasks and the plan for the month (5 min)
MESSAGE TO YOUR TEAM
Hi all, Over the next four weeks we're going to try using [tool] for some of our everyday work, starting on Monday 16 November with a 30 minutes session. This is about making some of the routine parts of our work quicker, on tasks we choose. Nobody is expected to be an expert, and it's fine if it doesn't help with your task. That's useful to know too. Before the session, please have a look at our team AI agreement, below. The most important part: put personal information about colleagues or customers into an AI tool. [TEAM NAME]: HOW WE USE AI Tool: [tool] We use it for: [uses] We never: - Put personal information about colleagues or customers into an AI tool - Use anything other than our approved tool for work information - Send or publish AI output without reading and checking it ourselves - Use AI to make or shape decisions about individual people Labelling: We're checking whether we need to label AI-assisted work. Not sure? Ask [who to ask]. Agreed on: ________ Thanks, [your name]
YOUR TEAM PLAN
Your 30-day plan so far
Save it as a PDF. Send the message, book the sessions, and keep the plan to hand for each week.
This fills in as you go.
OUR TEAM'S AI AGREEMENT
[TEAM NAME]: HOW WE USE AI Tool: [tool] We use it for: [uses] We never: - Put personal information about colleagues or customers into an AI tool - Use anything other than our approved tool for work information - Send or publish AI output without reading and checking it ourselves - Use AI to make or shape decisions about individual people Labelling: We're checking whether we need to label AI-assisted work. Not sure? Ask [who to ask]. Agreed on: ________
STARTER TASKS
| Who | Starter task | Week 4 decision |
|---|
THE 30-DAY PLAN
WEEK 1 · 16 to 20 November
Start together
- 30 minutes kickoff on Tuesday: go through the team agreement together
- Everyone opens the approved tool and tries one small, safe task during the session
- Each person confirms their starter task
WEEK 2 · 23 to 27 November
Try it on real work
- Everyone tries their starter task at least twice
- Check every output before using it, using the agreement
- 30 minutes check-in on Tuesday: what worked, what didn't
WEEK 3 · 30 November to 4 December
Share what works
- 30 minutes show-and-tell on Tuesday: each person shares one example, good or bad
- Start a shared list of prompts that worked, in a place the whole team can find
- Update the agreement if anything needs changing
WEEK 4 · 7 to 11 December
Decide what sticks
- 30 minutes review on Tuesday: for each starter task, keep, change or stop
- Agree what the team will keep doing after the 30 days
- Share the results with your manager
KICKOFF AGENDA
1. Why we're doing this, and what it isn't (5 min) 2. Our team AI agreement: read it together and agree it (10 min) 3. Everyone tries one small, safe task in [tool] (10 min) 4. Starter tasks and the plan for the month (5 min)
MESSAGE TO YOUR TEAM
Hi all, Over the next four weeks we're going to try using [tool] for some of our everyday work, starting on Monday 16 November with a 30 minutes session. This is about making some of the routine parts of our work quicker, on tasks we choose. Nobody is expected to be an expert, and it's fine if it doesn't help with your task. That's useful to know too. Before the session, please have a look at our team AI agreement, below. The most important part: put personal information about colleagues or customers into an AI tool. [TEAM NAME]: HOW WE USE AI Tool: [tool] We use it for: [uses] We never: - Put personal information about colleagues or customers into an AI tool - Use anything other than our approved tool for work information - Send or publish AI output without reading and checking it ourselves - Use AI to make or shape decisions about individual people Labelling: We're checking whether we need to label AI-assisted work. Not sure? Ask [who to ask]. Agreed on: ________ Thanks, [your name]
HOW WE'LL KNOW IT'S WORKING
| Measure | Week 1 | Week 2 | Week 3 | Week 4 |
|---|---|---|---|---|
| How many people used the tool on real work this week | ||||
| Starter tasks where people say it saved time | ||||
| Confidence: each person rates 'I know how to use AI safely for my work' from 1 to 5, in week one and week four |
We'll pause and rethink if:
- Information goes into an AI tool that shouldn't have
- People feel pressured to use AI when it isn't helping
WEEK-FOUR REVIEW QUESTIONS
- Which starter tasks saved time, and which didn't?
- Where did AI get things wrong, and how did we catch it?
- What should we add to or change in our agreement?
- What will we keep doing from next week?
STILL TO DO
- □ Team name
- □ Team size
- □ Kind of work
- □ How the team uses AI today
- □ Approved tool question
- □ Information rules question
- □ Protected time question
- □ Approved AI tool
- □ At least one intended use
- □ Who to ask when unsure
- □ Whether AI-assisted work needs a label
- □ At least one starter task with a person
- □ Your name
- □ Kickoff decision
Answers are stored in this browser when local storage is available; they are not sent to us. Save the PDF to keep a copy.
Our 30-day AI plan: [team name]
1. NEXT STEPS
- Send the kickoff message to the team.
- Book the four 30 minutes sessions on Tuesdays, starting 16 November.
- In week four, review each starter task: keep, change or stop.
- Share the results with your manager.
2. OUR TEAM'S AI AGREEMENT
[TEAM NAME]: HOW WE USE AI Tool: [tool] We use it for: [uses] We never: - Put personal information about colleagues or customers into an AI tool - Use anything other than our approved tool for work information - Send or publish AI output without reading and checking it ourselves - Use AI to make or shape decisions about individual people Labelling: We're checking whether we need to label AI-assisted work. Not sure? Ask [who to ask]. Agreed on: ________
3. STARTER TASKS
| Who | Starter task | Week 4 decision |
|---|
4. THE 30-DAY PLAN
WEEK 1 · 16 to 20 November · Start together
- 30 minutes kickoff on Tuesday: go through the team agreement together
- Everyone opens the approved tool and tries one small, safe task during the session
- Each person confirms their starter task
WEEK 2 · 23 to 27 November · Try it on real work
- Everyone tries their starter task at least twice
- Check every output before using it, using the agreement
- 30 minutes check-in on Tuesday: what worked, what didn't
WEEK 3 · 30 November to 4 December · Share what works
- 30 minutes show-and-tell on Tuesday: each person shares one example, good or bad
- Start a shared list of prompts that worked, in a place the whole team can find
- Update the agreement if anything needs changing
WEEK 4 · 7 to 11 December · Decide what sticks
- 30 minutes review on Tuesday: for each starter task, keep, change or stop
- Agree what the team will keep doing after the 30 days
- Share the results with your manager
5. KICKOFF AGENDA
1. Why we're doing this, and what it isn't (5 min) 2. Our team AI agreement: read it together and agree it (10 min) 3. Everyone tries one small, safe task in [tool] (10 min) 4. Starter tasks and the plan for the month (5 min)
6. MESSAGE TO YOUR TEAM
Hi all, Over the next four weeks we're going to try using [tool] for some of our everyday work, starting on Monday 16 November with a 30 minutes session. This is about making some of the routine parts of our work quicker, on tasks we choose. Nobody is expected to be an expert, and it's fine if it doesn't help with your task. That's useful to know too. Before the session, please have a look at our team AI agreement, below. The most important part: put personal information about colleagues or customers into an AI tool. [TEAM NAME]: HOW WE USE AI Tool: [tool] We use it for: [uses] We never: - Put personal information about colleagues or customers into an AI tool - Use anything other than our approved tool for work information - Send or publish AI output without reading and checking it ourselves - Use AI to make or shape decisions about individual people Labelling: We're checking whether we need to label AI-assisted work. Not sure? Ask [who to ask]. Agreed on: ________ Thanks, [your name]
7. HOW WE'LL KNOW IT'S WORKING
| Measure | Week 1 | Week 2 | Week 3 | Week 4 |
|---|---|---|---|---|
| How many people used the tool on real work this week | ||||
| Starter tasks where people say it saved time | ||||
| Confidence: each person rates 'I know how to use AI safely for my work' from 1 to 5, in week one and week four |
Pause if: Information goes into an AI tool that shouldn't have; People feel pressured to use AI when it isn't helping
8. WEEK-FOUR REVIEW QUESTIONS
Which starter tasks saved time, and which didn't? Where did AI get things wrong, and how did we catch it? What should we add to or change in our agreement? What will we keep doing from next week?
9. STILL TO DO
- Team name
- Team size
- Kind of work
- How the team uses AI today
- Approved tool question
- Information rules question
- Protected time question
- Approved AI tool
- At least one intended use
- Who to ask when unsure
- Whether AI-assisted work needs a label
- At least one starter task with a person
- Your name
- Kickoff decision