Set a shared framework for using AI.

Workshop objectives.

• Identify information useful to a task and information that can be excluded.
• Distinguish access according to users’ roles and responsibilities.
• Identify questions to ask before connecting a source or sharing a document.
• Prepare usage guidance and approval points the team can understand.

A programme to adapt to your context.

1. Describe the information actually needed.

   A scenario is used to examine data someone wants to send to an assistant. The group distinguishes essential context, secondary details and elements that can be removed or replaced. We also consider the origin and currency of documents. Information available in a file is not automatically useful for every request.

2. Connect access to responsibilities.

   Participants examine roles and the sources each requires. The exercise raises practical questions: who reads, changes or approves information, and what happens when access is missing? This prepares a more precise discussion with those responsible for tools and permissions.

3. Identify settings and conditions to review.

   The group lists points to clarify for the proposed tools: document processing, retention, accounts, sharing and connections. Answers depend on the service and configuration. The workshop helps formulate questions and identify who should examine them; it does not replace the technical or legal analysis a particular situation requires.

4. Build rules for everyday use.

   From the scenarios, we distinguish acceptable uses, those needing approval and situations requiring further review. The group considers how to report a questionable answer or inappropriate sharing. Short guidance illustrated by examples provides a basis for discussion with the responsible people.

Before you begin.

Describe the main document categories, proposed tools and questions the team encounters. A description of flows is enough. Personal data, credentials and confidential documents are not needed to define the programme.

What comes after the workshop?

Findings can inform internal planning, another workshop or a discussion of architecture and access. A detailed system assessment, technical implementation or specific formal documentation requires a separate scope.