Using AI for Team Collaboration

Understand how shared AI workspaces work, and identify one project where you could try using them.

Before You Start

Goal: Understand how shared AI workspaces work, and identify one project where you could try using them.

Watch: Using AI for Projects and Team Collaboration — Members are encouraged to watch beforehand, but a quick recap at the meeting works too.

When team members use AI independently without a shared context, the outputs can be inconsistent, and the team doesn't benefit from one another's knowledge. Learning how to set up a shared AI workspace gives your whole team a common foundation, so the time savings compound across everyone's work.

Meeting Agenda · Approx. 60 mins

  • Member Updates · 10 mins
  • Icebreaker · 10 mins
  • Activity · 20 mins
  • One Action · 10 mins
  • Wrap-Up · 5 mins

👋 Member Updates · 10 mins

Go around your Circle and share personal updates. Keep them brief and focused on significant changes or important decisions since the last time you met. It's OK not to have one every month. If you have a One Action update from last time, share that too.

🧊 Icebreaker · 10 mins

Invite everyone in the group to share. Keep answers to one or two minutes per person.

Has anyone in this group set up shared AI workspaces or projects, or agreed on shared AI prompts with your teammates? What were the results of doing this - did you improve efficiency or consistency?

🏋️ Activity · 20 mins

Plan a shared AI workspace, share with your Circle, and get feedback

  1. Think about the projects you're now working on that have multiple contributors. Pick one that could benefit from a shared AI workspace.

  2. Spend a few moments writing out the following to load into your shared workspace or project:

  • Project name and one-sentence purpose
  • Target audience description
  • Tone notes (e.g., 'professional but warm, not corporate-speak')
  • What it should NOT produce without human review
  • Key source docs (briefs, messaging guides, data etc.) that you'd upload
  1. Go around the Circle and share your plan with the group (2 minutes or less per person).
  2. If time, offer feedback on one another's plans.

🎯 One Action · 10 mins

Commit to one concrete action, big or small, you'll take before next meeting.

Take the project you named in the activity and set it up this week. Come to the next meeting ready to share what you loaded in and whether it changed anything about the work.

Go around the Circle and share (1 minute or less per member). Vocalizing it helps hold each other accountable.

📅 Wrap-Up · 5 mins

Before you break, plan your next meeting and close on an energetic note. Go around your Circle one by one and finish the sentence:

Now I am feeling… (choose one word).

  • Set the day, time, and location
  • Choose the next topic or resource
  • Confirm who's leading the discussion
  • Decide how you'll stay in touch in between