AI Workflow

Automation & Optimization

Overview

As AI tools rapidly moved into the mainstream, the organization sought to adopt these technologies to improve efficiency and knowledge gathering. However, leadership faced critical concerns around data privacy, proprietary information, legal risk, website search impact, and the inherent accuracy limitations of AI-generated content. I led the research, testing, and internal implementation strategy to ensure AI could be adopted responsibly within a creative team while maintaining authenticity, accuracy, and brand integrity.

Screenshot of a digital interface for ChatGPT, displaying sections labeled Examples, Capabilities, and Limitations with descriptive text underneath each section.

The Challenge

  • AI tools introduced potential risks involving proprietary and confidential information

  • Uncertainty around how AI usage could affect SEO performance and website search behavior

  • Concerns about misinformation and content reliability

  • Lack of internal standards for safe and effective usage

  • Strong desire to remain innovative without compromising credibility

The goal was to create a measured, safe, and repeatable AI adoption framework that supported productivity while protecting the brand.

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Strategic Approach

I approached AI adoption as a structured operational initiative rather than a novelty tool. The strategy centered on three priorities:

  • Understanding AI capabilities and limitations

  • Establishing safe and appropriate usage boundaries

  • Creating consistent, repeatable workflows for real business use

To ensure long-term adoption and ease of access, I also developed a downloadable AI usage handbook for the team. This document provided clear, copy-and-paste-ready instructions, best practices, and workflow examples. It was stored in a centralized SharePoint folder that all employees could access, allowing teammates to reference it directly from their desktops.

This approach ensured the guidance remained living and adaptable. As AI tools continue to evolve, I am able to update the document in one central location, keeping the entire organization aligned with current best practices. Together, this created a system that supported consistency, confidence, and operational scalability across teams.

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Creative Solution

I designed and implemented a practical AI workflow system that focused on real-world usability, accuracy, and team adoption. After extensive testing of prompts, instruction styles, and task structures, I identified where AI could reliably support research, writing, ideation, and production workflows, and where strict human validation was required.

I then created a centralized AI usage one-pager with clear, copy-and-paste-ready instructions, approved use cases, prompt frameworks, and quality-control checkpoints. This document was deployed through a shared SharePoint access point so the entire team could download and reference it directly from their desktops.

To support long-term scalability, the document was structured as a living resource that could be continuously updated as AI tools evolved. This ensured consistent usage practices, reduced uncertainty, and enabled teams to adopt AI confidently within established operational boundaries.

Person holding smartphone displaying ChatGPT webpage with examples and capabilities listed.

Outcome

The team now uses AI tools with greater confidence, consistency, and efficiency across select workflows. Routine research, ideation, and content-support tasks have been partially automated, reducing manual effort while maintaining accuracy through defined validation steps.

The centralized AI handbook created a single source of truth for best practices, enabling faster onboarding, fewer inconsistencies, and clearer usage expectations across teams. By structuring AI as an operational support tool rather than a replacement for human judgment, the organization improved productivity while preserving content quality, brand integrity, and trust in the work.