What is this toolkit?
This toolkit helps you create professional communications for AI adoption projects. Instead of writing from scratch, you fill in details about your AI initiative, and the toolkit generates optimised prompts you can use with AI assistants like Copilot, Claude, ChatGPT, or Gemini.
Before You Start: Don't Have an AI Strategy Yet?
If you don't already have a clear AI strategy or project plan, you can use AI to help create one! Before filling in the toolkit, go to Copilot, Claude, ChatGPT, or Gemini and use this prompt:
I need to develop an AI adoption strategy for my organisation. Help me define:
1. Business drivers: Why should we adopt AI now? What problems are we trying to solve?
2. Current state: How do we currently do work in [describe your area/department]?
3. Future state: How could AI tools transform this work?
4. Impacted groups: Who will be affected and how?
5. Anticipated resistance: What concerns might people have?
6. Support needed: What training and resources should we provide?
Context about my organisation:
- Industry: [your industry]
- Team/department size: [number]
- Current tools we use: [list tools]
- Main challenges: [describe pain points]
The AI will help you think through these elements, which you can then use to fill in the Project Setup.
Getting Started
Step 1: Complete Project Setup
Click on the Project Setup tab and fill in:
- AI Initiative Name: What are you calling this project?
- AI Tool Being Implemented: Which AI tool are you rolling out?
- Adoption Phase: Where are you in the journey?
- Audience Size: How many people will be affected?
- Timeline: When does it start and end?
Step 2: Select Your ADKAR Focus
ADKAR is a change management model with five stages:
- Awareness: Building understanding of WHY the change is needed
- Desire: Creating motivation to support the change
- Knowledge: Teaching HOW to use the AI tools
- Ability: Enabling actual performance and practice
- Reinforcement: Sustaining adoption long-term
Step 3: Add Context
Fill in the text boxes with information about who's impacted, why you're adopting AI, current and future states, concerns, and support resources.
Optional but recommended: Add information about yourself (your role and communication style) to make the output more authentic.
Step 4: Save Your Project
- Enter a name in "Save As" field
- Click Save to Browser Library (saves in your browser)
- OR click Download Project File (saves a file you can upload later)
Creating Communications
Email
- Go to the Email tab
- Select your audience, scenario, tone, and length
- Click Generate Email Prompt
- Copy and paste into your AI assistant
- Review and customize the generated email
Presentation
Choose between two approaches:
Path 1: Detailed Outline - Generate comprehensive content, then manually build slides
Path 2: Direct to Slides - Use AI tools (Gamma, PowerPoint Copilot, Canva) that auto-create slides
FAQ
- Select focus area and target audience
- Add specific questions you've heard
- Generate prompt and create 15-20 Q&A pairs
Video Script
- Select video type, length, and presenter level
- Add your core message and call-to-action
- Generate a script with timing and visual cues
Tips for Best Results
Do's
- Be specific in your context fields
- Save your project after setup
- Review and customize all AI-generated content
- Add your personal touch in the personalisation fields
- Iterate - refine prompts if needed
Don'ts
- Don't skip Project Setup - all tabs need this
- Don't use AI outputs verbatim - always review
- Don't forget your ADKAR stage - it shapes the message
- Don't ignore resistance points - address concerns upfront
Saving and Loading Projects
Save to Browser Library: Stores in your browser's local storage. Quick access but only on this device.
Download Project File: Creates a JSON file you can backup, share, or upload on any device.
Upload Project File: Load a previously downloaded project file.
Delete Project: Permanently remove a saved project.
Troubleshooting
"Please complete Project Setup first" error
Fill in and save the Project Setup tab before using other tabs.
Generated content doesn't match company style
Add more detail in "Additional Context" and fill in the "Your Communication Style" field.
Prompt is too long for PowerPoint Copilot
Save the prompt to a text file and upload it to Copilot instead of pasting.
My saved project disappeared
Browser library saves are device-specific. Use "Download Project File" for permanent backup.
Best Practices
- Start with one communication type
- Test your prompts and refine
- Keep your project updated
- Create multiple versions
- Get feedback before wide distribution
Change Management Tips
- Start with WHY (Awareness) before HOW (Knowledge)
- Address concerns proactively
- Celebrate small wins early and often
- Provide ongoing support
- Iterate your approach based on feedback
Good luck with your AI adoption journey!