The Generative AI Action Workshop
The Atomic Unit of AI Transformation
Transform any workflow from 2 weeks to 2 hours using generative AI tools like Claude, ChatGPT, and Gemini. This isn't about automation - it's about empowering experts to delegate repetitive tasks while focusing on judgment, relationships, and strategic thinking.
⚡ The Magic Moment Guarantee
Every workshop creates that breakthrough moment where participants viscerally understand AI's potential. When they see their spoken feedback transformed into refined output, their entire paradigm shifts.
Core Philosophy
The Atomic Unit of Change
True transformation doesn't happen in boardrooms - it happens at the workflow level. Each workshop is a building block for broader organizational change.
Teaching to Fish
We're not automating jobs away. We're empowering human experts to delegate repetitive tasks while focusing on judgment, relationships, and strategic thinking.
10x or Bust
We target processes that take 2 days to 2 weeks and compress them to 2-4 hours. If we can't achieve meaningful compression, we pivot or abort.
Creating Magic Moments
Every workshop must create that breakthrough moment where participants viscerally understand AI's potential. Without this conversion experience, transformation fails.
The Formal Causes: Beyond Technology
Technology is only half the equation. The business model, incentive structures, and organizational architecture determine success as much as the AI itself.
🚨 Red Flags (Input-Based Models)
Law Firms (Billable Hours)
Partners resist efficiency when revenue = hours × rate. The firm's economic model punishes speed.
Consulting (Time & Materials)
More junior hours = more revenue. AI threatens the pyramid model where partners sell leverage.
Agencies (Retainer Models)
Fixed monthly fees for X hours of work. Efficiency means doing more work for same pay.
✅ Green Lights (Outcome-Based Models)
Contingency Lawyers
Paid on results (% of settlement). Every efficiency gain directly increases profit margins.
Value-Based Consultants
Fixed price for deliverables. Faster delivery = higher margins and capacity for more clients.
Product Companies
Revenue from sales, not hours. AI acceleration means faster time-to-market and competitive advantage.
The Discovery Questions
- 1."How does your company make money from this workflow?"
- 2."If this took 10x less time, who wins and who loses?"
- 3."Are you selling your time or your outcomes?"
💡 Remember: This isn't about good or bad people. It's about structural incentives. Even the most innovative person can't overcome a business model that punishes efficiency.
The 5 R's: Ideal Workflow Characteristics
Workflows heavy in these activities are prime candidates for 10x transformation
Research
Finding and gathering information from internal and external sources
Legal precedents, market data, competitor analysis
Retrieval
Accessing and organizing existing documents and data
Medical records, contracts, customer histories
Reading
Processing and understanding large volumes of text
Reports, emails, documentation, transcripts
Writing
Creating documents, reports, and communications
Proposals, demand letters, summaries, emails
Reasoning
Making connections, drawing conclusions, strategic thinking
Case valuation, risk assessment, recommendations
Workshop Timeline
The Four-Phase Process
From discovery to lasting change - every phase is critical
Phase 1: Discovery & Scoping
Before the Workshop
Success is determined before the session begins
Identify Candidate Workflows
Look for processes heavy in the '5 R's': Research, Retrieval, Reading, Writing, and Reasoning
Quantify the Opportunity
Baseline metrics: current time, error rates, economic impact of 10x improvement
Define Key Roles
Identify the Expert (knows what 'good' looks like) and Operator (will perform the new workflow)
Map Current State
30-60 minute session to decompose the workflow, inventory inputs, and clarify outputs/outcomes
Phase 2: Preparation
The Homework
Set the stage for live transformation
Set Binary Goal
Must be verifiable: 'Draft and send the Johnson demand letter in under 2 hours'
Install Dictation Tools
WisprFlow or SuperWhisper - 'Typing is the old way; speech is the new way'
Access Best Models
GPT-5, Claude 4, or Gemini 2.5 Pro - use developer platforms for more control
Gather All Inputs
Have all files, documents, and data for the specific work item ready
Phase 3: The Live Workshop
90-120 Minutes of Magic
High-energy coaching through transformation
The Upfront Contract
Restate goal, offer exit ramp: 'If we're not making outsized progress, say the word'
The Iterative Loop
Formalize intent → Generate → Get feedback → Capture in transcript → Iterate
Create Magic Moment
Second/third iteration incorporating spoken feedback - the paradigm shift moment
Drive to Finish
Continue iterations until work product is production-ready, then execute final action
Phase 4: Solidifying Gains
After the Workshop
Turn one-time success into new standard
The 0-5 Question
Rate experience from 'complete regret' to 'exceeded expectations'
Counterfactual Analysis
Ask what would make it better/worse to uncover friction and value
Commitment & Check-in
Commit to 3-5 repetitions, schedule automated follow-up
Scale Success
Internal show-and-tell, identify adjacent workflows, formalize into tools
Discovery & Preparation Tools
Facilitator Prep: De-Risk Before You Demo
Do the homework to guarantee workshop success
Pre-Workshop Testing Protocol:
- 1.
Request Sample Data
Get real (anonymized) examples of inputs and outputs from the workflow
- 2.
Test the Workflow Yourself
Run through the entire process before the workshop to identify friction points
- 3.
Experiment with Tools
Try new models (Veo for video, NotebookLM for research) if relevant
- 4.
Document Gotchas
Note any technical issues, model limitations, or workflow quirks
Why This Matters
- • Builds your confidence as facilitator
- • Identifies tool/model selection
- • Prevents embarrassing failures
- • Creates backup plans
Time Investment
- • 30-60 min for familiar workflows
- • 2-3 hours for new industries
- • Always worth it for de-risking
- • Creates reusable templates
💡 Pro tip: By the time you get to the workshop, you should already know it's possible. The workshop is about teaching them, not discovering if it works.
Visual Workflow Mapping
Use collaborative whiteboards to map the current state in real-time during discovery.
Recommended Tools
- Figma FigJamBest for design-aware teams
- MiroGreat templates library
What to Map
- • All inputs and data sources
- • Decision points and branches
- • Time estimates per step
- • Systems and tools used
- • Handoffs and dependencies
"Experts have often never been asked to lay it all out before. For them, it's a somewhat satisfying experience to formalize what they've been doing."
Enterprise Usage Analytics
If the company has enterprise ChatGPT or Claude accounts, check the admin console for usage data.
What to Look For:
- 📊Heavy users: Natural champions for workshops
- 🎯Department patterns: Where AI fits naturally
- 📈Growth trends: Who's accelerating adoption
- ⚡Zero usage: Where you'll face most resistance
Pro tip: Focus on the top 20% of users - they're 10x more likely to champion transformation.
Identifying Energy-Draining Tasks
The secret to change management: Find what people hate doing. These become your leverage points for transformation.
The Discovery Question:
"Look back at your calendar for the last 2 weeks. What tasks made you think 'Ugh, I really don't want to do this'? What felt like it was draining your energy?"
Common Energy Drainers:
- Manual data entry and reconciliation
- Repetitive email responses
- Document formatting and reformatting
- Status update compilation
Why This Matters:
- Creates intrinsic motivation for change
- Reduces resistance to new methods
- Guarantees emotional buy-in
- Identifies quick wins
Workflow Qualification Checklist
Use this checklist to evaluate if a workflow is ready for 10x transformation:
Scoring: All required items must be checked. Optional items increase success probability but aren't blockers.
Live Workshop Execution
The Exit Ramp: Building Absolute Trust
The most powerful 30 seconds of any workshop
The Upfront Contract Script:
"Given that this is our objective [restate goal], and we're all investing significant time and energy here, I want to be clear: If at any point you feel we're not making outsized progress toward this goal, just say the word. We can stop, no hard feelings, and you'll receive a [full/pro-rated] refund. Given all that, would you like to proceed?"
They hold the reins
You mean what you say
Mutual investment
💡 This changes everything. People relax, open up, and become willing to try new things. The trust you build in these 30 seconds determines the entire workshop's success.
Live Transcript Magic
The Live Feedback Loop:
- 1
Record Everything with Fireflies.ai
Enable live transcript view for real-time capture
- 2
Capture Expert Reactions
"Read this silently, then dictate ALL thoughts - no punches pulled"
- 3
Copy Transcript → Paste into AI
Take the raw feedback and inject it directly into next iteration
- 4
Share via Google Doc
Paste complex prompts into shared doc for easy copying
Why Live Transcripts Change Everything:
- • Captures tacit knowledge that would otherwise be lost
- • Creates permanent record for follow-up emails
- • Enables rapid iteration with full context
- • Executive sponsors can review async if not present
💡 Secret: The transcript becomes your co-pilot. You're literally piping human expertise through AI in real-time.
The Workshop Intensity Reality
Fair warning: Workshops can feel like an intense workout.
"I've had workshops where people were like 'This is incredible, we did this!' but you can see on their face they're just wrecked. Like after CrossFit - glad they did it, but feeling like they might die right now."
Mental Effort
Paradigm shifts are exhausting
Time Pressure
90-120 minutes of focus
This is why the time constraint matters - it creates healthy pressure to push through resistance and actually complete the transformation.
Warning: Choose Your Champions Wisely
Avoid: Procedural People
- • Focus on "doing it the right way"
- • Resistant to process changes
- • Value adherence over outcomes
- • See AI as threat to expertise
- • Will sabotage transformation
Seek: Outcome-Focused People
- • Care about results over process
- • Willing to experiment
- • Value efficiency and impact
- • See AI as force multiplier
- • Become transformation champions
💡 Pro tip: In discovery, ask "What matters more - following the established process or achieving the outcome?" Their answer tells you everything.
Follow-Up & Scaling Success
The Follow-Up Protocol
Closing the loop is non-negotiable
Immediate Post-Workshop (Same Day):
- 📧Send comprehensive recap email (AI-generated from transcript)
- 📊Include quantified time savings and projected ROI
- 👥CC executive sponsor for visibility
- ✅List specific commitments made during workshop
1-2 Week Check-In (Automated):
Schedule this during the workshop - get explicit permission!
"Did you complete the 3 demand letters you committed to doing this week? What worked? What didn't? Actual time saved?"
- • Track adoption rate (did they actually do it?)
- • Measure real vs projected time savings
- • Identify friction points for iteration
- • Surface opportunities for expansion
If Successful:
- • Schedule show-and-tell session
- • Identify adjacent workflows
- • Plan team training
- • Consider automation (1→10→100)
If Struggling:
- • Diagnose structural blockers
- • Offer mini follow-up session
- • Simplify the approach
- • Find different champion
💡 The follow-up email is where you prove ROI. No follow-up = no evidence = no expansion.
Internal Show & Tell Sessions
Transform successful workshops into company-wide momentum through structured sharing.
The 15-Minute Format:
- 1.The Challenge (2 min): What took 2 days before
- 2.The Process (5 min): Live demo of new workflow
- 3.The Results (3 min): Time saved, quality improved
- 4.The Lessons (3 min): What surprised them
- 5.Q&A (2 min): Spark curiosity
Frequency
Weekly or bi-weekly, optional attendance
Impact
Builds FOMO and organic demand
The Iterative Loop: Creating Magic
This cycle is the heart of the workshop - repeat until excellence
Formalize Intent
Coach operator to articulate entire thought process via dictation
Context is king - share all inputs, examples, goals, audience, tone
Generate First Draft
AI produces initial work product
Don't expect perfection - this is just the starting point
Capture Gut Reaction
Expert provides unfiltered feedback
What's right? What's wrong? No punches pulled
Iterate with Feedback
Copy transcript, paste back, generate new version
This is where the magic happens - AI incorporates nuanced feedback
The Magic Moment
When paradigms shift forever
The breakthrough occurs during the second or third iteration when participants see AI incorporate their nuanced, spoken feedback with shocking accuracy.
Natural, unfiltered feedback via dictation
Captures nuance and context perfectly
Output exceeds all expectations
"This is when they truly understand - AI isn't just a tool, it's a collaborative partner that amplifies their expertise. Their internal model of what's possible shifts permanently."
Before the Moment
- • Skeptical about AI capabilities
- • Protective of expertise
- • Focused on what could go wrong
- • Thinking in old paradigms
After the Moment
- • Excited about possibilities
- • Seeing AI as amplifier
- • Imagining new workflows
- • Ready for transformation
Generative AI Tools & Setup
Dictation
Non-negotiable. Stop typing, start speaking.
AI Models
Always use the most powerful model available.
Developer Platforms
Less restricted access with full context windows.
Software Development
Rapid prototyping and automation building.
Automation & Voice
Voice assistants and workflow automation (keep data in client environment).
Transcription
Capture everything for rapid iteration.
Collaboration
Visual workflow mapping and real-time collaboration.
The Non-Negotiable Rule
Stop typing. Start speaking. 99% of the time you would have typed before, use dictation instead. This is the single biggest lever for productivity gains, yet the hardest habit to break.
Typing is the old way. Speech is the new way. No exceptions during workshops.
Critical Technical Secret: The Excel Problem
⚠️ The Problem:
Uploading Excel files to AI systems triggers data analysis mode, completely ignoring the qualitative text data that contains the actual value.
✅ The Solution:
- 1.Select ALL data in the spreadsheet (Cmd/Ctrl + A)
- 2.Copy to clipboard (Cmd/Ctrl + C)
- 3.Paste as PLAIN TEXT into the AI chat
- 4.Repeat for EACH TAB in the spreadsheet
"This hasn't been fixed yet. I'm sure it will be at some point, but it's just this crazy thing that's always been true and continues to be true." - From the field
Real-World Transformations
Personal Injury Lawyer
Demand Letter Creation
Before
2-3 days of document review and drafting
After
Under 2 hours from zero to sent
10x speed, higher settlement rates
VC General Partner
LP Meeting Preparation
Before
Week of research and prep
After
2 hours to qualified leads and materials
Higher close rates, more strategic conversations
HR Team
Onboarding Material Creation
Before
2 weeks to create custom training
After
3 hours for multimedia onboarding package
Faster time-to-productivity for new hires
Deep Dive: Personal Injury Lawyer Transformation
The Challenge
A PI lawyer spending 2-3 days per demand letter, involving:
- • Reading 200+ pages of medical records
- • Analyzing police reports and witness statements
- • Researching comparable case settlements
- • Calculating economic damages
- • Drafting persuasive narrative
The Workshop Process
The Results
The "Magic Moment"
"When I saw it incorporate my feedback about the client's specific suffering - using the exact medical terminology I mentioned but weaving it into a compelling narrative - I literally stood up from my chair. This changes everything about how I practice law."
The 0-5 Feedback Framework
Never skip this question - it's your most valuable calibration tool
The Counterfactual Technique
Extract maximum learning from every workshop
After asking the 0-5 rating, focus on outliers and ask unexpected follow-ups:
For Low Scores (0-2):
"Why not a [lower number]?"
Forces them to identify what WAS valuable
"What would have made this a 3?"
Reveals specific improvement opportunities
For High Scores (4-5):
"Why not a 3?"
Identifies your unique value drivers
"What would make this a 6?"
Surfaces expansion opportunities
Why This Works:
- • People don't expect these questions - catches them off guard (in a good way)
- • Answers are ALWAYS surprising and valuable
- • Creates psychological safety - you're asking about positives even from critics
- • Quantifies feedback for easier pattern recognition
"The gap between their expectations and reality is actually the source of your information edge as an expert. Use it to publish content, enhance processes, and become more expert."
The Critical Question:
"Given the time, money, and energy invested, from 0 to 5, how do you feel?"
0 = Complete regret | 5 = Exceeded expectations
Complete regret
Follow-up: Why not a 0? What would make it a 2?
Identifies baseline value and critical gaps
Some value but issues
Follow-up: Why not lower? What would make it higher?
Reveals friction points and improvement opportunities
Exceeded expectations
Follow-up: Why not a 3? What would make it a 6?
Highlights key successes and expansion potential
Why Counterfactuals Matter
Asking "Why not a [score-1]?" forces people to articulate value even when disappointed. Asking "What would make it a [score+1]?" reveals specific friction points and opportunities.
The answers are always surprising. This raw, quantified feedback is how you continuously improve and maintain your edge as a practitioner.
From Workshop to Transformation
The 0→1→10→100 Journey
First Success
Single workshop breakthrough
Repetition
3-5 times builds habit
Formalization
Custom GPTs, templates
Software
Bespoke automation
Creating Viral Transformation
Internal Show & Tell
15-minute demo by workshop participant. Screen share the before/after. Creates social proof and generates inbound interest.
Identify Adjacent Workflows
Success creates curiosity. "Could we do this for X?" conversations naturally emerge. Your pipeline builds itself.
Build Champions Network
Workshop graduates become AI champions. They spot opportunities, advocate for change, and teach others the new way of working.
Avoiding Common Pitfalls
Skipping to Automation
Don't sell automation before transformation. People need to experience the new way of working before they can specify what to automate. Go 0→1 first, always.
Ignoring Formal Causes
If the business model rewards inefficiency (billable hours), no amount of AI will create lasting change. Address structural issues or expect friction.
Working with Procedure-Focused Experts
People who value process over outcomes resist AI fundamentally. They see workflow changes as threats, not opportunities. Choose outcome-focused partners.
Using Inferior Models
Never compromise on model quality to save pennies. The difference between GPT-5 and older models is the difference between magic and frustration. Always use the best available (GPT-5, Claude 4, Gemini 2.5 Pro).
Critical Warning: Avoid Premature Automation
The Fatal Mistake:
Jumping straight to n8n, Zapier, or custom software before proving the workflow transformation works with general-purpose tools.
❌ Wrong: The "Worst Impulses"
Employer Impulse:
"I want to automate these jobs away"
Worker Impulse:
"I want this fully automated so I don't have to change"
Vendor Impulse:
"Buy our workflow automation platform!"
✅ Right: The GSD Approach
Phase 1 (0→1):
Human + AI with general tools
Phase 2 (1→10):
Custom GPTs, templates, light automation
Phase 3 (10→100):
Only NOW consider full automation
Other Common Pitfalls:
- ⚠️Working with procedural people: They care more about "the right way" than outcomes
- ⚠️Skipping the exit ramp: Without trust, people won't fully engage
- ⚠️Not recording everything: You lose critical feedback and evidence
- ⚠️Using weak models: GPT-4o for complex tasks will fail - use o1 or Claude
Remember: This is about empowering experts to delegate repetitive tasks while focusing on judgment, relationships, and strategic thinking. Not replacing them.
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Questions? Read our Sales Discovery methodology to understand how we identify workshop opportunities.