Documenting a workflow
How to document a multi-tool workflow for a seamless handover to a colleague?
1250 € per session, excl. VAT
In short
Ensure operational continuity by comprehensively documenting your multi-tool AI workflows. This course guides you in creating clear, testable documentation detailing every step, tool, prompt, and permission. A colleague can then take over your work quickly and without information loss, guaranteeing a smooth and efficient transition.
Why this training?
As AI integrates into business processes, workflows become complex chains of tools, prompts, and specific logic. Knowledge of these processes is often held by a single person, creating a major risk to operational continuity in case of absence or departure. Without rigorous documentation, transferring this know-how is nearly impossible, leading to lost time and efficiency. This course addresses this critical need by providing a systematic method to capture and transfer this implicit knowledge, making processes resilient and teams more agile. Participants will choose an existing workflow or design a new one involving at least two AI tools and one office tool. They will apply the taught method to document it from A to Z: mapping steps, writing instructions, formalizing prompts and checkpoints. The final exercise will be a handover test where another participant must execute the workflow based exclusively on the created document. Deliverables: A reusable workflow documentation template.; The complete documentation for a real or simulated use case.; A handover test plan to validate the documentation.. This course focuses on the documentation and handover method. It does not cover workflow design or tool selection. The availability and performance of tool features depend on your plan and administrator. The workshop is delivered in person as a private session for up to 12 participants, in one language chosen from French, Dutch and English. All exercise data is fictional or anonymised, and every result produced with AI is reviewed and validated by a responsible person. The aim is a bounded result the team can reuse, not a promise of deployment.
Objectives of this training
- Identify the critical components of a multi-tool workflow.
- Structure documentation for maximum clarity and completeness.
- Describe the inputs, outputs, and checkpoints of each step accurately.
- Formalize the necessary prompts, skills, and permissions.
- Organize and conduct a handover test based on the documentation.
Who is it for and what are the prerequisites?
Roles and tasks concerned
- Professionals using AI toolchains to automate tasks.
- Team leaders wanting to standardize processes and ensure continuity.
- Employees needing to transfer their responsibilities or projects to colleagues.
Prior skills
- Participants must have completed the "AI Fundamentals" and "AI Prompting" courses or have equivalent experience. A paid subscription to the AI tools chosen at scoping, offering the necessary features, is required. The organisation's authorisation to use these third-party tools, along with the actual accounts and access rights, is essential. Exercises will use fictional or anonymised data.
What you will work on
Deconstructing the Workflow: Identifying Key Elements
Mapping the data flow from start to finish. Listing the tools, accounts, and permissions for each step.
Creating the Source Document: Structure and Content
Choosing a suitable documentation format (text, spreadsheet, wiki). Defining the sections: inputs, actions, prompts, outputs, checks.
Managing Dependencies and Checkpoints
Documenting tool versions and specific configurations. Integrating manual checkpoints to validate intermediate results.
Validating Through Handover: The Real-World Test
Defining the handover test protocol: who, what, how. Observing a colleague execute the workflow using only the documentation.
What you take away
- A reusable workflow documentation template.
- The complete documentation for a real or simulated use case.
- A handover test plan to validate the documentation.
Method and assessment
- Practical workshops based on concrete use cases.
- Role-playing a handover scenario in pairs.
- Creation of a directly applicable documentation deliverable.
Peer assessment of the clarity and completeness of the documentation produced during the simulated handover exercise.
Frequently asked questions
What concrete result does this course deliver?
Ensure the sustainability and resilience of your automated processes by making them independent of the individuals who created them. Deliverables: a reusable workflow documentation template., the complete documentation for a real or simulated use case., a handover test plan to validate the documentation..
Who is this course for and what are the prerequisites?
It is designed for: professionals using ai toolchains to automate tasks., team leaders wanting to standardize processes and ensure continuity., employees needing to transfer their responsibilities or projects to colleagues.. Participants must have completed the "AI Fundamentals" and "AI Prompting" courses or have equivalent experience. A paid subscription to the AI tools chosen at scoping, offering the necessary features, is required. The organisation's authorisation to use these third-party tools, along with the actual accounts and access rights, is essential. Exercises will use fictional or anonymised data.
What data and access need to be arranged?
Before the session, identify a workflow to document and ensure all participants have the necessary access to the involved tools. Required tools and licences are checked before the session; no subscription is included in the price.
What practical exercise is completed?
Participants will choose an existing workflow or design a new one involving at least two AI tools and one office tool. They will apply the taught method to document it from A to Z: mapping steps, writing instructions, formalizing prompts and checkpoints. The final exercise will be a handover test where another participant must execute the workflow based exclusively on the created document.
What are the limits and who validates the results?
This course focuses on the documentation and handover method. It does not cover workflow design or tool selection. The availability and performance of tool features depend on your plan and administrator.
Can the course be adapted to our line of work?
The exercises can be adapted to use your organisation's specific tools and workflows, allowing participants to produce deliverables that are immediately useful to their teams right after the session.
How is the session organised and what does it cost?
Half-day, private in-person session for up to 12 participants. The fee is €1,250 excluding VAT per session. Date and location are agreed during scoping; each session runs in a single language: French, Dutch or English.
Related courses
Last updated: