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.

SAMPLE DURATION120 minutes

a facilitated 120-minute team workshop.

TOOLS FOR THIS EXAMPLE

laptop, shared notes and a team-approved text AI tool. Participants copy information between roles manually; no agent platform or connected accounts required.

We agree on timing, tools, and deliverables with your team before booking.

Plan this workshop →

Your starting point.

Owners and team leads who already use AI for individual tasks and want to coordinate a repeatable piece of work.

Experience writing and checking AI prompts.
Ability to describe who reviews and approves a business task.

What you can leave with.

A three-role responsibility map.
A handoff template and reviewed customer-response draft.
A short escalation checklist.

Skills 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.

ILLUSTRATIVE EXERCISE · NOT A CUSTOMER RESULT

Pass a customer request through three roles

Example output

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.

Review: 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.

See the input and try the exercise

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.

SAMPLE AGENDA / 120 MINUTES

What you will work on.

Define the roles

25 min

Write responsibilities and approval limits for intake, drafting and review roles.

Take home: A role map with inputs, outputs, prohibited promises and human owner.

Practice and review details

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.

Example: Show how an intake role extracts facts while a drafting role writes from those facts and a reviewer checks the result.

Check: Each responsibility has one owner; no AI role can approve stock substitutions or delivery promises.

Before this exercise: Experience checking AI output.

Build a usable handoff

30 min

Create a handoff that separates facts, missing information and requested next action.

Take home: A completed handoff and first response draft.

Practice and review details

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.

Example: Compare a vague “handle this” message with a handoff that includes the source request and unresolved delivery date.

Check: A partner can trace quantity, stock and deadline to the source; delivery uncertainty remains visible.

Before this exercise: Completed role map.

Break5 min

Review and escalate

35 min

Reject an unsupported promise and identify the decision a person must make.

Take home: A reviewed reply plus an escalation note.

Practice and review details

Practice: Run the representative exercise. Reviewer marks unsupported claims; supervisor lists questions for stock and delivery owners; drafter revises the reply.

Example: Review a deliberately flawed reply: “All 12 chairs will arrive Friday.”

Check: Reply makes no delivery commitment, preserves the requested 12 chairs and names the unresolved stock gap.

Before this exercise: Handoff and first draft.

Try a second request

25 min

Use the same roles to handle a request with a changed quantity.

Take home: A second reviewed reply and one template improvement.

Practice and review details

Practice: Change the request to 6 chairs by Friday, leaving delivery unconfirmed. Rotate roles and rerun the handoff and review.

Example: Show how to log a changed source fact without silently reusing an old draft.

Check: Stock gap is removed, delivery remains unconfirmed, and a human still owns any promise.

Before this exercise: Reviewed first request.

What to bring and how we can adapt the session

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 anonymized examples or our fictional material. Keep confidential records and credentials out of your inquiry.

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.