# Minnesota AI workshop organizer brief

By John Rice · Make AI useful.

Use this brief to plan a practical working session for your business. Bring the people doing the task into the preparation. Choose an outcome they can practice, review, and use afterward. Session format and length can be discussed once the task and audience are clear.

## 1. Name the audience and business purpose

- Organization:
- Minnesota community or region:
- Organizer and contact:
- Business owner who can make process decisions:
- Roles participating:
- Expected number of participants:
- Current experience with AI tools:
- Access, language, or learning needs to plan for:
- Preferred session format to discuss:
- Business question the session should help answer:

Include the person who normally prepares the output and the person who reviews it. Identify who can answer questions about systems, information access, and customer commitments.

## 2. Choose a concrete learning outcome

After the session, participants should be able to:

- Perform this task:
- Supply these inputs:
- Review these important parts of the output:
- Recognize this missing information or failure:
- Ask this person for help:

Choose artifacts the group will produce:

- [ ] A brief for one current workflow.
- [ ] Reusable instructions with defined inputs and an output format.
- [ ] A permitted sample output with review notes.
- [ ] A short operating guide.
- [ ] A next test with an owner and review date.

Other required artifact:

## 3. Define the sample task

- Task and trigger:
- Frequency in the business:
- Person doing it today:
- Person receiving the result:
- Current tools and sources:
- Current process, including checking and corrections:
- One output the exercise will prepare:
- What makes that output acceptable:
- Decision the output supports:

Possible tasks to discuss: an account brief from approved meeting notes, a client report from project updates, or draft replies requesting missing inquiry details. Choose an example familiar to the participants.

## 4. Prepare permitted examples

| Example | Purpose | Material prepared by | Reviewer checks | Ready? |
| --- | --- | --- | --- | --- |
| Ordinary task | Practice the expected workflow | | | |
| Missing information | Practice leaving a gap visible or asking a question | | | |
| Conflicting details | Practice checking sources and resolving a decision | | | |

- Who approves using the material in the chosen tools:
- Information to remove or replace:
- How fictional facts will be labeled:
- Source references participants need:
- Reference notes for the reviewer:
- Where examples and outputs will be stored:
- Retention or cleanup decision:

Keep credentials and sensitive customer records out of this brief. Describe the required access and have the authorized person configure it in the appropriate system.

## 5. Confirm tools and preparation

- [ ] Participants have access to the agreed tool and account.
- [ ] Relevant account settings and information-use conditions have been reviewed.
- [ ] Required devices and accessibility needs are understood.
- [ ] Sample instructions and inputs are available.
- [ ] Everyone knows where to save their work.
- [ ] There is an alternative exercise if tool access fails.
- [ ] An owner can resolve open information or approval questions.

- Preparation owner:
- Items still unresolved:
- Date preparation will be checked:

## 6. Write the action and review rules

| Step | What participants may do | What needs approval | Responsible person |
| --- | --- | --- | --- |
| Read the sample material | | | |
| Prepare a draft | | | |
| Correct and accept the draft | | | |
| Update a business record | | | |
| Send or publish a result | | | |

For the exercise, decide explicitly whether work ends at a reviewed draft. Name the person who would own any later business action.

Review questions:

- Can the important facts be traced to their sources?
- Are owners, dates, amounts, and commitments supported?
- Are required items present?
- Are missing or conflicting inputs visible?
- Can the recipient use the result for the next step?
- When should a participant stop and ask for help?

## 7. Plan the working sequence

1. Explain the chosen task, output, and action boundaries.
2. Walk through an ordinary example together.
3. Trace important claims back to their sources.
4. Let participants prepare and review their own outputs.
5. Practice the incomplete or conflicting example.
6. Compare results and improve the shared instructions.
7. Capture the operating guide and next test.

- What the facilitator needs to know before the session:
- Where participant questions will be recorded:
- Who decides changes to the workflow:
- How the guide will be shared afterward:

## 8. Measure learning and the next test

Ask participants to explain the required inputs, what they check, when they ask for help, and where they would use the workflow. Record the specific questions they cannot yet answer.

- Whether participants completed the exercise with review:
- Common corrections:
- Unclear instruction or process decision:
- What participants would need before using it again:
- One contained task to test after the workshop:
- Preparation, review, and correction effort to record:
- Important errors or omissions to track:
- Workflow maintainer:
- Business owner:
- Follow-up review date:

At the review, decide whether to continue, revise, expand, or stop. Tie the decision to the accepted outputs, corrections, effort, and staff feedback.

## 9. Prepare the organizer conversation

- The main question to discuss:
- One permitted example to bring:
- Open preparation decisions:
- Intended next decision:

Bring this brief to a free 30-minute AI consultation with John. It gives us a practical starting point for discussing what the team needs to learn and whether a workshop fits the work.