AI Acceleration Workshop Guide

Here are the pain points from our participants: Sarah from Customer Service: "We spend 8 hours a week manually sorting customer emails into different categories. It's really tedious work." Mike from Sales: "After every client meeting, I spend 5-6 hours per week typing up all my notes and updating the CRM. I often forget important details." Jennifer from Finance: "Creating our weekly reports takes me a full day - I have to pull data from 4 different systems and format everything manually." Tom from Customer Service: "Same as Sarah, plus we waste time searching for the right response templates. Probably 10 hours weekly on email management total." Lisa from HR: "Processing employee requests is all manual - benefits questions, time-off requests. Takes about 6 hours weekly just to route them to the right person." David from Sales: "Finding the right product information during customer calls is painful. I'm searching through multiple databases which sometimes costs me deals. Maybe 4 hours a week."

Generate user stories based on these pain points

Our groups refined the stories: Group 1 came up with: "As a customer service agent, I want an AI assistant that reads incoming emails, categorizes them into our 8 service types, assigns priority based on keywords and sentiment, and routes them to the right queue, so that I can reduce first response time from 4 hours to 1 hour and handle 50% more inquiries daily." They want these acceptance criteria: - Categorizes emails with 90% accuracy - Assigns high/medium/low priority automatically - Routes to correct team queue - Integrates with our Outlook system - Allows manual override when needed Group 2 refined to: "As a sales representative, I want a voice-enabled CRM assistant that captures meeting notes through voice commands, automatically identifies action items, updates opportunity stages, and schedules follow-ups, so that I can save 6 hours weekly and never miss a follow-up task." Their criteria: - Voice capture with 95% accuracy - Auto-creates CRM records - Identifies and tracks action items - Syncs with calendar for follow-ups - Works on mobile devices Group 3: "As a business analyst, I want an AI-powered reporting tool that automatically pulls data from Business System A, Business System B, and Excel files, applies our standard calculations, and generates formatted reports, so that I can deliver insights 80% faster and focus on strategic analysis." Criteria: - Connects to all 3 data sources - Applies standard formulas automatically - Generates reports in our template - Exports to PDF and PowerPoint - Runs on schedule or on-demand

Let's score each story. For the email categorization story: - Business impact: 5 out of 5 (huge time savings across large team) - Feasibility: 4 out of 5 (technology exists, just needs integration) - User volume: 5 out of 5 (affects all 50 customer service agents) - Quick win: 4 out of 5 (can show results in 2-3 weeks) For the voice CRM story: - Business impact: 4 - Feasibility: 3 (voice tech is trickier) - User volume: 4 (30 sales reps) - Quick win: 3 For the reporting tool: - Business impact: 4 - Feasibility: 3 (multiple system integration) - User volume: 3 (10 analysts) - Quick win: 3

For our voice CRM priority story, here's how the process works today: It starts when a sales rep completes a client meeting. The systems involved are Business System A, Outlook Calendar, OneNote, and mobile devices. The manual steps are: 1. Take handwritten notes during meeting 2. Type notes into OneNote or Word 3. Open Business System A and find the account 4. Copy/paste notes into opportunity 5. Update opportunity stage manually 6. Create follow-up tasks 7. Schedule next meeting in calendar Main pain points: - Notes incomplete - forget details after meeting - 20% of meetings have no CRM updates - Follow-up tasks often missed - Takes 20-30 minutes per meeting Each meeting update takes about 20-30 minutes to process.

Design the AI-enabled future state for the voice CRM process

Here's our feature prioritization for the 8-week MVP: Must have features: - Voice capture engine with speech-to-text - CRM field mapping for voice input - Meeting notes transcription - Basic Business System A integration - Action item extraction from voice - Manual edit capability before saving Should have features: - Sentiment analysis for customer mood - Auto-suggested next steps - Offline voice capture with sync - Meeting summary generation Could have features: - Multi-language support - Integration with calendar for follow-ups - Mobile app for field reps - Advanced analytics dashboard Won't have in MVP: - Real-time conversation coaching - Automatic opportunity scoring - Video call transcription - Custom voice commands

Our current metrics are: - Average CRM update time per meeting: 20 minutes - Meeting notes capture accuracy: 60% (reps forget details) - CRM data completeness: 70% (fields often left blank) - Follow-up task completion rate: 65% - Sales rep satisfaction with CRM: 2.8 out of 5 - Opportunities with complete activity history: 55% - Time from meeting to CRM update: 2-3 days average Our target metrics after 8 weeks: - Average CRM update time per meeting: 3 minutes - Meeting notes capture accuracy: 95% (voice captures everything) - CRM data completeness: 90% - Follow-up task completion rate: 95% - Sales rep satisfaction with CRM: 4.5 out of 5 - Opportunities with complete activity history: 90% - Time from meeting to CRM update: Real-time (immediate)

Generate all workshop deliverables for partner handoff