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From individual experiments to shared routines

Create effective shared routines for using AI

When employees use ChatGPT, Copilot or Claude in different ways, begin by finding out what is already happening. You can then agree which information may be used, how output should be checked and which methods are worth sharing.

8 min read

Find out what employees use AI for

Ask the team to show specific examples: the task, the tool, the information they entered and what they did with the result. Include successful and unsuccessful attempts. Otherwise you will see only the demonstrations people are proud of.

Explain that the purpose is to establish sound routines, not monitor individuals. Ask how often AI is used, where it saves time, which errors recur and how much checking or rewriting is required.

Distinguish between information and consequences

Generating ideas from public information requires different rules from processing internal documents or personal data. An error in a private note may also have less serious consequences than an error in content published or sent to a customer.

Create a simple overview with three levels: use that is permitted with approved tools, use that requires prior approval and use that is not permitted. Include concrete examples from the team so employees do not have to interpret general rules in every situation.

Share the complete method, not only the prompt

A good template should show which sources an employee may use, what to remove before entering information, how to formulate the request and what to check afterwards. This is more useful than a list of “clever prompts” without context.

Use tasks the team performs frequently. A meeting-minutes template might describe the approved recording tool, whose consent is required, how decisions and actions are checked and when the raw material should be deleted.

Review the team's experience regularly

Set up a short recurring session in which the team shares new use cases, repeated errors and changes to tools. Update templates when experience reveals a better method, and remove advice that no longer applies.

Give one person responsibility for keeping the overview current, while the specialists doing the work contribute examples. Involve privacy and security owners when people begin using new types of information or external services.

Consider a shared system when many people do the same thing

If several employees use the same sources, repeat the same method and check results in the same way, a shared tool may be better than individual conversations with a model. You can then manage access, sources, templates and logs in one place.

I can map current use, develop concrete routines with the team and build a prototype of a shared tool if the need is sufficiently clear.

Contact the AI consultant

Tell me what you want to achieve with AI.

Briefly describe the work, service or problem. I will give you an honest assessment of whether I can help, who should be involved and what a sensible first step might be.

+47 9555 9666kontakt@prototypen.no

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