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Sample course outline — adapted after a planning conversation.

AI Business Systems: design a controlled request workflow

Map a familiar process, keep fixed decisions in clear rules, and test where AI can help draft text under human review.

SAMPLE DURATION120 minutes

a facilitated 120-minute working session.

TOOLS FOR THIS EXAMPLE

laptop, notes or a drawing tool and a team-approved text AI tool. Test cases run manually; connecting live systems is outside this sample.

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

Plan this workshop →

Your starting point.

Owners and operations leads who understand a repeatable process and already use AI for drafts.

  • Ability to describe a process from intake to completion.
  • Experience checking AI-written text.
  • Awareness of who owns approvals in the process.

What you can leave with.

  • A one-page workflow map.
  • A rule table and approval checklist.
  • Three manual test records and a list of questions for any future implementation.
Skills you will practice
  • Map inputs, rules, AI assistance and human approvals for one process.
  • Write explicit stop conditions for missing or conflicting information.
  • Run normal and exception cases and record whether the workflow follows its rules.

ILLUSTRATIVE EXERCISE · NOT A CUSTOMER RESULT

Draft a response without making a booking

Example output

R-21 — Draft — office-lead approval required. “Thanks for your door repair request in the North area. We have noted your preference for Friday. Appointment availability has not been confirmed yet.”

Review: North is supported, but Friday remains a preference. Confirm no booking or price is invented, and the approval label is present. A person decides whether the draft may be sent.

See the input and try the exercise

Fictional practice material

Fictional Meadow Repairs request R-21: “I am in the North area. Can you repair my door on Friday?” Supported areas: North and Central. Selected rule route: prepare draft. Appointment availability has not been checked. Office lead must approve every outbound reply; a staff member sends approved replies.

Example prompt

Draft a brief reply for request R-21 using only the supplied information and selected route. Acknowledge the requested day but do not confirm a booking, price or availability. Include the request ID and label the result “Draft — office-lead approval required.” Do not send anything.

SAMPLE AGENDA / 120 MINUTES

What you will work on.

01

Map the current process

25 min

Identify the intake, decision owner and final action.

Take home: A process map with named human approval and sending steps.

Practice and review details

Practice: Map Meadow Repairs intake: request ID, customer message and service area. Service areas are North and Central. Staff confirm appointment availability. An office lead approves every outbound reply.

Example: Trace a fictional service request from receipt through review to a customer reply.

Check: Map ends with a person approving and sending; no appointment is confirmed without an availability check.

Before this exercise: Familiarity with a repeatable business process.

02

Write the rules before the prompt

25 min

Define a route for valid, missing and unsupported service areas.

Take home: A rule table with inputs, route and escalation owner.

Practice and review details

Practice: Write the rule table and identify which steps need no AI. Add a stop condition if sources conflict or an area is ambiguous.

Example: Show a rule table: North or Central → prepare draft; missing area → request clarification draft; other area → office-lead review.

Check: All routes preserve human approval; ambiguity and conflicting facts stop normal processing.

Before this exercise: Current-process map.

Break5 min
04

Draft within the boundary

30 min

Create a reply that follows a selected route without making a booking.

Take home: A reply draft with request ID and approval status.

Practice and review details

Practice: Use the representative North-area request. Manually select the route, then ask AI for a reply and check every factual claim.

Example: Provide a route explicitly in the prompt rather than asking AI to invent policy.

Check: Draft acknowledges the request, leaves availability unconfirmed and is marked for office-lead review.

Before this exercise: Agreed rule table.

05

Test the normal and exception paths

35 min

Run three cases and document route, draft and human decision.

Take home: Three test records and a revised workflow map.

Practice and review details

Practice: Run R-21: North area, asks for Friday; R-22: area missing, asks for Tuesday; R-23: South area, asks for Monday. No availability is supplied. Correct any draft that promises an appointment or skips approval.

Example: Show a test record with expected route, observed result and pass or revise.

Check: R-21 prepares a draft; R-22 requests area clarification; R-23 goes to office-lead review. Every reply requires approval, and none confirms a date.

Before this exercise: Checked draft and rule table.

What to bring and how we can adapt the session

What your team provides.

  • A process owner and a description of the current steps.
  • Written rules, exceptions and approval responsibilities.
  • Approved sample requests or permission to use fictional cases throughout.

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

Choose a useful focus.

  • Use an internal purchase request, service inquiry or document intake process.
  • Keep all testing manual for teams still clarifying their process.
  • For teams with an established process, use the test records to scope a later technical review of permissions, integrations and recovery requirements.