Lock the Start

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