6.2 | Our personal experience: AI Workflow
In this final module, we share some of our personal experiences with AI in our daily work. It’s important to know: these are our individual practices that have proven effective for us—not universal rules or the only right way to use AI.
Every person and every work situation is different. You might find some of these ideas helpful, or you might develop completely different approaches. That’s the beauty of this new field—we all find our own ways to meaningfully integrate AI into our daily lives.
What’s this module about?
Here, we give you an insight into how we ourselves use AI in our daily work. These 5 routines have noticeably changed our way of working—they help us to move forward faster, make better decisions, and work more focused.
Maybe there’s something in it for you too. Give it a try—and continue to develop your own processes.
Note: Not all functions or tools we use here are explained in detail in the Navigator. You will get to know some of them (e.g., shortcuts, vector databases, or GPT customizing) in the Ambassador course.
1. Create better concepts from scratch 3x faster
In the past, we opened countless websites for research, searched for relevant information, and then laboriously pieced it together. The many open tabs often led to information overload, and the quality of the results depended heavily on how well we could search and which sources we found.
Today, we work with AI-based research tools that provide us with structured answers with source citations. We formulate a precise query and immediately receive a clear summary of the most important information. This direct access to processed knowledge has significantly accelerated our research processes while improving quality.
Particularly valuable for us is the AI’s ability to contextualize complex information and present different perspectives on a topic. We still selectively verify critical facts, as additional verification is useful depending on the use case and the importance of the information.
2. Getting away from the blank page
Starting a task or a project was often difficult for us. If we didn’t have a suitable approach, we would procrastinate or just start somewhere—only to find out later that we were heading in the wrong direction. In the past, we had brainstorming meetings or the good old Google search for this.
Today, we use language models as a starting point for creating initial structures, outlines, or collections of ideas. Before we stare at a blank page, we use our AI assistants to get started. It’s never about a perfect result, but rather about food for thought and options that we can then develop further.
It is particularly helpful to give the AI specific contextual information about our situation and our goals. We usually let it show us 5-10 different options, alternatives, or approaches and then work on the most suitable one. Of course, we critically reflect on the AI’s result and check whether essential information is missing or incorrect.
3. Simulating perspective shifts with AI
When we needed feedback in the past, we had to organize meetings or interrupt colleagues. That’s why we often hesitated to show half-finished work, which led to later, sometimes costly, corrections.
Today, we simulate various perspectives immediately with AI. We let our ideas be viewed through the eyes of different experts, stakeholders, or customer types. This immediate feedback loop uncovers blind spots before they become problems and allows us to explore new perspectives.
For recurring perspectives, we have created specialized assistants that take on specific roles—a critical consultant, a typical customer, or an expert from another field. The combination of different perspectives is particularly valuable, as it provides a more comprehensive picture than just a single viewpoint.
4. Get coached instead of giving up
For tasks outside our expertise, we had three options: hire expensive service providers, struggle through endless tutorials, or avoid the task altogether. These approaches cost money, time, or prevented important projects from being implemented at all.
Today, we use AI as a coach. We ask: „Explain to me step by step how to implement [task], as if I were a beginner. Ask me questions beforehand to gather all the necessary information.“ The AI adapts to our pace, answers follow-up questions, and helps with obstacles. This way, we develop new skills, maintain control over our projects, and can better manage external service providers if needed.
Of course, AI is often just a starting point. For critical projects, we still bring in professional, human expertise. But the AI helps us to understand the basics and ask more targeted questions when we talk to experts.
5. Smart AI use in everyday life
The more integrated AI is into our daily lives, the more we benefit from it. Over time, we have developed a personal setup that seamlessly integrates AI into our daily routines:
Our personal AI setup:
Keyboard shortcuts that give us instant access to our AI tools—no matter which application we are currently working in. This minimizes friction and promotes continuous use.
We speak to our AI assistants more than we write. This is not only faster but also allows for a more natural interaction, especially with complex trains of thought.
Instead of using just one general AI assistant, we have set up a „team“ of specialized assistants—one for project management, one for workshops, one for content creation, etc. Each is equipped with specific instructions and background knowledge.
We have directly linked our most important assistants from the xpand AI platform to access them seamlessly on the go. This allows us flexibility and continuity in AI use, regardless of location.
A structured documentation about us, our clients, services, frameworks, training content, and templates. We provide this as contextual knowledge to our AI assistants.
For complex tasks, we work with a split screen or even a separate screen where an AI assistant is always ready. This allows for parallel work and quick feedback without context switching.
You will only learn some of these functions at the Ambassador level. There, for example, we will cover GPT customizing, vector databases, or the development of your own GPTs.
Your Takeaway
- With AI response engines, you can reduce research time from hours to minutes and get structured results.
- AI assistants help you overcome the hurdle of the blank page and get into implementation faster.
- The AI-supported perspective shift uncovers blind spots and provides immediate feedback without time-consuming coordination.
- As a coach, AI helps you develop new skills and tackle complex tasks in a structured way.
- Make it easy to access AI functions through well-integrated tools, assistant templates, and mobile apps.