Appendix C: Workflow Templates & Worksheets

These templates are designed to be printed, filled in digitally, or adapted into your preferred project management or note-taking tool. Work through each one in sequence when starting an AI integration initiative, or use individual templates as standalone tools for specific purposes.

Template 1: AI Workflow Audit

Purpose: Map your current work tasks to identify where AI integration offers the most value.

Instructions: Complete this for your role or team. Be specific about the tasks you actually do, not just what your job description says.

Name / Role: ___________

Date Completed: ___________

Department / Team: ___________

Part A: Task Inventory

List the 10-15 tasks you spend the most time on in a typical week. For each task, fill in the columns below.

AI Suitability Key: - High: Repetitive, text-heavy, has clear inputs and outputs, or involves synthesis of information - Medium: Has some variable elements but follows a recognizable pattern; AI assists, human finalizes - Low: Highly contextual, requires deep personal relationships, involves real-time physical judgment, or has severe error-cost consequences

Part B: Prioritization Matrix

From your high-suitability tasks, identify the best starting points.

Task with highest time savings potential if AI-assisted:

Task most likely to succeed quickly (low risk, clear output):

Task that would have the highest impact on work quality if improved:

Part C: Barriers Assessment

For each high-suitability task, note any barriers to AI integration:

Part D: 30-Day Experiment Plan

Select ONE task to start with. Choose based on: high AI suitability + low barriers + meaningful time savings.

Selected task for AI pilot: ___________

What "success" looks like for this experiment: ___________

How I will measure whether it worked: ___________

Start date: __ Review date: __

Template 2: Trust Calibration Self-Assessment

Purpose: Identify where your current trust in AI outputs is well-calibrated, over-trusting, or under-trusting.

Instructions: For each domain, rate your current trust level and your confidence that it is appropriate.

Date: ___________

Part A: Domain Trust Inventory

For each domain, mark your current trust level (1 = I always verify independently; 5 = I use AI output without checking) and note whether you think that level is appropriate.

Part B: Recent Experience Review

Think about the last month of AI use. Answer honestly.

Have I caught an AI error before acting on it?

Yes / No — If yes, describe: ___________

Have I acted on AI output that turned out to be wrong?

Yes / No — If yes, describe: ___________

Am I spending time double-checking things that are almost never wrong?

Yes / No — If yes, which tasks: ___________

Am I failing to check things that have a real error rate?

Yes / No — If yes, which tasks: ___________

Part C: Calibration Commitments

Based on your audit, write two specific commitments:

I will verify MORE carefully when: ___________

I will trust MORE readily when (to save time): ___________

Review date for these commitments: ___________

Template 3: Context Packet Builder

Purpose: Create a reusable context block you can paste at the start of AI conversations to get more relevant, personalized outputs.

Instructions: Fill this out once for your primary role, then update it quarterly or when your situation changes significantly.

Section 1: Who I Am

My role: ___________

My organization: ___________

My primary responsibilities (3-5 bullet points):

-

-

-

My level of expertise in my main field: ___________

Technical background: ___________

Section 2: My Audience and Stakeholders

Who I most often write for / communicate with:

Their technical level: ___________

What they care most about: ___________

Section 3: My Preferences

Preferred writing style / tone: ___________

Preferred response length (generally): ___________

Formatting preferences (e.g., bullet points, plain prose, tables): ___________

Things AI assistants often do that I dislike: ___________

Section 4: Current Projects and Context

Active project 1: ___________

Key facts: ___________

Active project 2: ___________

Key facts: ___________

Section 5: Your Assembled Context Paragraph

Combine the above into a paragraph you can paste at the start of sessions. Draft it here:

Template 4: Personal Prompt Library Setup Guide

Purpose: Create a systematic, searchable library of prompts that work well for your specific use cases.

Step 1: Choose Your Storage Tool

Select one of the following and note it here:

[ ] Plain text file / Markdown document

[ ] Notion / Confluence / similar knowledge base

[ ] Dedicated tool (PromptBase, custom Airtable, etc.)

[ ] AI tool's built-in prompt saving feature

Chosen tool: ___________

Location (URL or file path): ___________

Step 2: Define Your Categories

List 5-8 categories that match your most common use cases:

Step 3: Prompt Entry Template

Use this structure for each prompt you save:

PROMPT NAME: [Short descriptive name]
CATEGORY: [From your list above]
DATE ADDED: [Date]
WORKS BEST WITH: [Claude / ChatGPT / either]
PROMPT TEXT:
[Full prompt with [VARIABLE] placeholders]

NOTES:
[What this prompt is good for; what to watch out for]
EXAMPLE OUTPUT: [Optional — paste a good example]

Step 4: Seeding Your Library

Start with these 10 must-have prompts. Check them off as you build each one:

[ ] Topic orientation / background brief

[ ] Email draft (formal)

[ ] Document summarizer

[ ] Brainstorming / idea generation

[ ] First draft generator

[ ] Editing / proofreading

[ ] Explanation for non-experts

[ ] Decision analysis

[ ] Meeting notes processor

[ ] [YOUR MOST-USED UNIQUE USE CASE]

Template 5: AI Project Plan Template

Purpose: Standard project plan with AI integration notes at each phase.

Project Name: ___________

Project Manager: ___________

Start Date: __ Target Completion: __

Notes on AI boundaries for this project (e.g., data that cannot be shared with external tools):

Template 6: Team AI Policy Template

Purpose: A blank framework for teams to fill in their own AI use guidelines.

Team / Department: ___________

Policy Owner: ___________

Effective Date: __ Review Date: __

Approved Uses

Tasks where team members are encouraged to use AI assistance:

Restricted Uses

Tasks where AI assistance requires additional approval or review:

Prohibited Uses

Tasks where AI assistance is not permitted:

Data Handling Rules

Information that must NEVER be entered into external AI tools:

Approved tools for sensitive work:

Disclosure Requirements

When must team members disclose AI use to clients, stakeholders, or the public?

When is disclosure internal-only?

Quality Standards

All AI-assisted outputs must:

[ ] Be reviewed by a human before delivery

[ ] Have factual claims verified against primary sources

[ ] Meet the same quality bar as human-generated work

[ ] [TEAM-SPECIFIC STANDARD]

Questions and Escalation

If unsure whether a use is appropriate, contact: ___________

Template 7: AI Effectiveness Journal Template

Purpose: Track your AI use weekly to identify what is working, what is not, and how your skills are developing.

Weekly Entry

Week of: ___________

This week's notable AI interactions (fill out one row per significant use):

Best prompt I wrote this week:

Why it worked well:

A prompt that failed and what I learned:

A mistake or error I caught in AI output:

Skill I improved this week related to AI use:

One thing I want to try differently next week:

Monthly Review (complete at end of each month)

Total estimated hours saved through AI assistance this month: ___

Task categories where AI helped most: ___________

Task categories where AI disappointed: ___________

One workflow I have permanently changed because of AI: ___________

Current level of trust (has it changed from last month?): ___________

Template 8: 90-Day AI Learning Plan Template

Purpose: A structured individual development plan for building AI tool proficiency.

Your Name: ___________

Start Date: ___________

Primary Goal (what does "proficient with AI tools" look like for you specifically?):

Days 1-30: Foundation

Week 1 — Tool Setup and Orientation

[ ] Set up accounts for: ___________

[ ] Complete basic onboarding / tutorials for each tool

[ ] Run your first 10 test prompts across different use cases

[ ] Complete the Trust Calibration Self-Assessment (Template 2)

[ ] Reflection: What surprised you? ___________

Weeks 2-3 — Daily Practice

[ ] Use AI for at least one real work task per day

[ ] Log each use in your journal (Template 7)

[ ] Practice prompt iteration — for each task, try at least 2 different prompts

Week 4 — First Review

[ ] Review your journal entries

[ ] Identify your 3 highest-value use cases so far

[ ] Build your initial prompt library with 10 prompts (Template 4)

Days 31-60: Building Depth

Weeks 5-6 — Advanced Prompting

[ ] Learn and practice: chain-of-thought prompting

[ ] Learn and practice: few-shot prompting

[ ] Learn and practice: role assignment

[ ] Apply each technique to a real work task

Weeks 7-8 — Workflow Integration

[ ] Map one complete work process onto AI assistance (Template 5)

[ ] Identify and eliminate one recurring task that AI can fully handle

[ ] Teach one colleague one technique you have learned

Days 61-90: Expanding and Sharing

Weeks 9-10 — Specialization

[ ] Go deep in your top 2 use cases from the 30-day review

[ ] Explore one API or integration you have not yet tried

[ ] Read one article or paper on AI capabilities or limitations

Weeks 11-12 — Consolidation

[ ] Complete a full AI Workflow Audit for your role (Template 1)

[ ] Write a short guide for your team on what you have learned

[ ] Set your next 90-day goals

90-Day Reflection:

What is the most valuable thing I have learned?

How has my work changed?

What do I want to focus on in the next 90 days?

All templates in this appendix may be freely reproduced and adapted for personal or team use.