Your workshop resources.
https://us02web.zoom.us/j/82303479006?pwd=WUhhb2xZSjY2QUM2MDNhY01qbWFtUT09
Voice GPT: https://chatgpt.com/g/g-67cb21389c588191af3b409c141682eb-voice-instructions-creator
Workflow GPT: https://chatgpt.com/g/g-67b3f18c3dd48191b91e7f35c21ab207-workflow-sop-creator-by-ai-smart
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Exercise Examples:
3 Detailed Workflow Examples for Different Departments
Here are three comprehensive examples of departmental workflows that could be enhanced with AI agents:
1. Marketing Department: Content Approval Workflow
Current Process:
- Content writer drafts blog post/social media content
- Writer manually emails content to team lead for initial review
- Team lead reviews, makes edits, then forwards to compliance team
- Compliance team checks for regulatory issues (often taking 3-7 days)
- Content returns to team lead with compliance notes
- Writer makes required changes, starts approval process again
- Final approval granted after 2-3 rounds of revisions
- Social media manager manually uploads and schedules content
AI Agent Solution:
- Document Processing Agent
- Automatically routes newly created content to appropriate reviewers
- Checks against brand voice guidelines using NLP analysis
- Flags potential compliance issues before human review
- Maintains version history and tracks edit suggestions
- Notifies stakeholders when action is required
- Generates final pre-publication checklist
- Pushes approved content directly to publishing platforms
Measurable Benefits:
- Reduces approval time from 2 weeks to 3 days
- Ensures consistent application of brand guidelines
- Creates audit trail for compliance purposes
- Eliminates email chains and lost attachments
- Increases publishing cadence by 40%+
Finance Department: Customer Invoicing Workflow
Current Process:
- Sales team closes deal and manually notifies finance
- Finance team member pulls customer details from CRM
- Invoice details (services, pricing, terms) manually compiled from multiple systems
- Finance team creates invoice using template in accounting software
- Invoice manually reviewed for accuracy and compliance
- PDF invoice generated and attached to email
- Email sent to customer with standard payment instructions
- Payment status checked weekly; manual reminders sent for overdue invoices
- When payment received, finance team manually reconciles and updates records
- Monthly reporting requires spreadsheet compilation of invoicing status
AI Agent Solution:
- Customer Invoicing Agent
- Automatically triggered when sales marks deal as closed in CRM
- Pulls relevant customer data, contract terms, and pricing information
- Generates accurately formatted invoice with proper tax calculations
- Routes for exception approval only when non-standard terms detected
- Delivers invoice via customer’s preferred method (email, portal, EDI)
- Monitors payment status and sends personalized reminders at optimal intervals
- Reconciles incoming payments against outstanding invoices
- Identifies payment patterns for cash flow forecasting
- Generates real-time dashboards of outstanding receivables and aging
- Flags high-risk accounts for human intervention
Measurable Benefits:
- Reduces invoice generation time from 45 minutes to 3 minutes
- Decreases days sales outstanding (DSO) by X days
- Eliminates billing errors that previously affected invoices
- Improves cash flow predictability
- Reduces time spent on collections by 65%
- Provides real-time visibility into receivables status
- Enables finance team to focus on strategic financial analysis rather than transaction processing
This workflow transformation shifts the finance team from manual, reactive invoice processing to strategic receivables management, while providing better customer experience through accurate, timely, and consistent invoicing.
3. HR Department: Employee Onboarding Workflow
Current Process:
- HR manually creates onboarding checklist for each new hire
- IT receives separate ticket to provision accounts and hardware
- Facilities team contacted separately for workspace preparation
- New hire paperwork sent via multiple emails
- Employee completes paperwork, often with errors requiring follow-up
- Manager creates custom training schedule and materials
- HR manually tracks completion of orientation steps
- Employee receives inconsistent follow-up during first 90 days
AI Agent Solution:
- Onboarding Orchestration Agent
- Creates personalized onboarding plan based on role and department
- Automatically initiates provisioning workflows across departments
- Generates and sends smart forms with validation and guidance
- Provides new hires with conversational interface for common questions
- Delivers scheduled training content at appropriate intervals
- Sends contextualized check-ins to both employee and manager
- Collects feedback and identifies potential retention issues
- Manages the transition from onboarding to regular employee experience
Measurable Benefits:
- Reduces administrative time from 12 hours to 2 hours per new hire
- Decreases time-to-productivity by XX%
- Ensures 100% compliance with required documentation
- Increases new hire satisfaction scores by XX%
- Provides early identification of retention risks
- Standardizes experience across departments
Each of these workflows represents significant opportunities for agent-driven automation while maintaining appropriate human oversight for complex decisions and exceptions.