Lock the Start

AI WORKFLOWFIT

Purpose Hardwire AI into daily work by linking it to the first click of a high-volume task.
Intervention type Behaviour-led trigger design + implementation-intention habit setting
Audience Leaders and managers setting AI strategy, running roll-outs, and owning adoption KPIs
Time 45-min trigger session · 5-min daily tracking · 15-min results huddle ≈ 2 h spread across 5 days

Expected outcomes

  • Users: Use the AI shortcut without prompts, hesitation, or workarounds.

  • Teams: Have a clear If-Then trigger and one simple guard-rail.

  • Organisation: Other teams ask for “trigger-setting” support, adoption spreads from the bottom up.

What to bring to the session
  • Workflow Activity Log (or screen recording of the task in action)

  • Observation Checklist (clicks, toggles, copy/paste, decision points)

  • Shortcut Name Bank (tested names + hotkey options)

  • Guard-rail Examples Sheet (simple decision boundaries)

Steps

1 | Setup

Step 1: Choose the task
Ask attendees to pick a high-volume workflow
(e.g. ticket creation, invoice coding, report drafting).
Ask:

“If this task were 5 minutes faster, would it matter 50× a day?”

Check for:

  • High volume

  • Clear process steps

  • AI already tested or available

2 | Trigger Session

Step 2: Watch the task live

  • Team rep shares their screen and performs the full task in the sandbox.

  • Others complete the Observation Checklist: note each click, copy/paste, toggle, decision.

  • Note the specific moment when AI would enter the workflow.

Step 3: Write the trigger (15 min)
Use the structure:

If I click [first action], then I hit [shortcut name] and AI [does the step].

  • Pick a shortcut name from the Shortcut Name Bank

  • Say it out loud together. If people stumble, it’s too long.

Step 4: Add a guard-rail
Define when not to use AI. Use the structure:

Skip AI if [condition: e.g., amount > £10,000 OR field contains “VIP”].

  • Keep it short.

  • Choose from the Guard-rail Examples if unsure.

Step 5: Practice it 5×

  • Each person runs the shortcut 5 times in the sandbox.

  • Say “Works!” out loud if it runs clean. Fix blockers immediately.

3 | Track & Use

Step 6: Log daily use

  • Share the Trigger Tracker Form in the team chat.

  • Ask people to log every time they use the shortcut.

  • Tracker auto-charts total use, minutes saved, and skips (if any).

Step 7: Stopwatch comparison

  • Time the same task from start to finish using the Stopwatch Worksheet.

  • Compare with Day 1 average.

Usage hits ≥80 %. Time saved hits ≥15 %. If not, review and adjust trigger or guard-rail.

4 | Wrap & Share

Step 8: Share results with team + leader

  • “Before vs after” chart from Trigger Tracker

  • % adoption, % time saved

  • Share wins in team Slack or daily stand-up

Step 9: Decide next workflow

  • If the shortcut sticks, choose the next task

  • If results were weak, refine the trigger and rerun the warm-up

Resources

Observation signal tips

Look for these six signals

Shortcut name bank

Pick a shortcut that matches the task type and role.

Guard-rail Examples

Other methods within the fit block