Choose a task you can explain.
Ask your team what they copy, rewrite, organize, or summarize every week. Pick something with a clear starting point and a result they can recognize as useful.
“Help sales” is too broad for a first exercise. “Draft a follow-up email from these approved call notes” is a task somebody can try and review. The same idea applies to operations, administration, and management.
Five places to look first.
1. Lead follow-up
Give AI: approved call notes and the next step the customer agreed to.
Ask for: a short draft that uses only those facts.
A person checks: the recipient, names, prices, promises, and the next step before sending.
2. Meeting notes
Give AI: notes you’re allowed to use.
Ask for: decisions, action items, owners, and open questions.
A person checks: whether each decision actually happened and whether an owner or deadline was stated.
3. Process instructions
Give AI: an employee’s explanation of how they complete a recurring task.
Ask for: a draft checklist in the order the work happens.
A person checks: missing steps, exceptions, and whether a colleague can follow it.
4. Internal questions
Give AI: the current, approved instructions for a process.
Ask for: an answer with the source section and any missing information.
A person checks: whether the answer matches the current document. A confident answer is not a source.
5. A recurring status update
Give AI: approved project notes or a sanitized task list.
Ask for: completed work, blocked items, and decisions needed.
A person checks: the project status and any numbers before sharing the update.
Try one clear instruction.
Here is a starting prompt for meeting notes. Replace the example material with an approved sample from your business.
Use only the notes below. Create a table with: action, owner, due date, and supporting note. If an owner or date is not stated, write “not specified.” Separate decisions from suggestions. Do not assign work or send messages. Finish with questions a person needs to resolve.
[Add approved meeting notes here.]
Compare the table with the notes line by line. Correct the instruction when the output repeatedly misses something. Keep the example and the review steps together so another employee can repeat the exercise.
Count the review time, too.
For your first few attempts, record the time spent preparing the input, producing a draft, checking it, and fixing it. Also note what was wrong. A fast first draft that takes longer to correct may be a poor choice.
Use a small record with these columns: task, usual time, AI preparation time, review time, corrections, and useful result. Expand the task only when the person doing it can explain why the approach helps.
Further reading
Google Workspace’s AI resources include examples across sales, customer service, and project management, plus guidance on writing prompts.
Exercises and examples in this guide are illustrative starting points to adapt to your business.