Article
August 5, 2025 · Last updated on June 12, 2026
Capture and share use cases and impact
# Workplace & Business
# Work
# Telling Value and ROI Story
# Activators
# Leaders & Admins
# Enablement
# Use Cases
Identify what is working, capture the proof, and make successful workflows easy to repeat.
Turn AI Use Cases Into Visible Impact
As a Champion, you help teams move from AI curiosity to real adoption.
Prompt Challenges and experimentation can surface ideas. Reusable assets can make promising workflows easier to try.
The next step is showing which examples are actually changing how work gets done. That is where use cases matter.
A workflow is the process a person or team follows to complete a task.
A use case is a validated example of AI being applied to that workflow in a way that creates visible value.
Strong use cases show:
- What changed in the work
- Why that change matters
- What evidence supports the result
- Whether another person or team can repeat the approach
The goal is to make workflow change, evidence, and value visible so others can understand what worked and decide whether to try it.
How to Use This Guide
Use this guide when you have a workflow or AI-supported solution that appears to be working and want to determine whether it is ready to share more broadly.
This guide will help you:
- Identify whether the example is strong enough to become a use case
- Capture what changed in the workflow
- Describe the value without overstating the evidence
- Document the steps, inputs, output, and human review involved
- Share the story in a way that helps others understand or repeat the approach
Activators often identify, test, document, and share these examples.
Leaders can use the evidence to reinforce priorities, remove barriers, and surface credible progress to Executive Sponsors and other leaders.
Start with one workflow that has been used in real work and is showing a credible signal of value.
What Makes a Strong Use Case?
Not every AI experiment is ready to become a use case. A strong use case has:
Quality | Description |
|---|---|
Specific Workflow | The task or process is clearly defined, such as drafting weekly updates, summarizing support tickets, preparing RFP responses, or creating campaign briefs. |
Visible Value | There is an observable improvement, such as fewer steps, fewer revisions, improved quality, increased consistency, or faster completion. |
Evidence of Workflow Change | The example shows more than usage. It explains what happens differently now that AI is part of the work. |
Repeatability | Another person can follow the same inputs, steps, review points, and expected output and achieve a similar result. |
Human Review | The use case makes clear what a person still verifies, edits, approves, or decides. |
Clear Ownership | A person or team is responsible for keeping the workflow and supporting asset current. |
A validated use case has been tested in real work, shows a credible and observable improvement, and includes enough guidance for another person or team to try it.
What to Capture
A strong use case should make the workflow and value easy to understand.
A simple format to use: Task → Before → After → Impact → How to Repeat It
What To Include | What to Cover |
Task | The workflow, role, team, or process the use case supports. |
Before | What was slow, inconsistent, manual, unclear, or difficult before. |
After | What changed once AI became part of the workflow. |
Impact | The clearest supported evidence of improvement. |
How to Repeat It | The steps, inputs, prompt, Skill, Workspace Agent, template, checklist, guide, or example another person needs. |
Human Review | What someone must verify, edit, approve, or decide. |
Owner | The person or team responsible for maintaining the use case. |
Example
Task | Draft weekly leadership updates. |
Before | Team leads gathered notes from several sources and rewrote the update from scratch. |
After | AI helps synthesize the notes into a standardized first draft. |
Impact | Updates are easier to prepare, more consistent across teams, and easier for leaders to scan. |
How to Repeat It | Use the shared workflow guide, provide the weekly notes, review the draft for accuracy, and finalize it using the standard update format. |
Human Review | Verify decisions, owners, deadlines, risks, and any sensitive information before sharing the update. |
Owner | The team operations lead maintains the workflow guide and updates the template as the leadership update format changes. |
How to Describe the Evidence
Use evidence that shows what changed in real work. Time saved can be useful, but it is not the only signal of value. Other credible signals include:
- Fewer revision cycles
- More consistent outputs
- Clearer handoffs
- Improved quality
- Increased throughput
- Reduced manual cleanup
- Work happening reliably that previously happened inconsistently
Avoid jumping from:
People used AI.
to:
AI drove measurable business impact.
Instead, explain:
- What changed
- What evidence supports it
- Why it matters
- What still needs to be validated
When documenting the use case, ask:
- Who is using it?
- How often is it being used?
- What did the workflow look like before?
- What does it look like now?
- What signal can we credibly support today?
- What should we avoid claiming yet?
How to Share a Use Case
Sharing a win is not the same as enabling adoption. Choose the format based on what the audience needs next.
Audience Need | Format | Purpose |
Belief | Demo | Show what AI can do in real work. |
Repeatability | Reusable asset | Give people the instructions, examples, and inputs needed to repeat the workflow. |
Confidence | Lab or guided practice | Give users hands-on experience applying the workflow to their own work. |
In many cases, combine formats. A demo can build interest, but it should usually be paired with a reusable asset so people can try the workflow without relying on the Activator to recreate it for them.
When sharing, make sure the audience can see:
- The workflow, not just the output
- The evidence behind the value
- What the human reviews or decides
- The prompt, Skill, Workspace Agent, template, checklist, or guide needed to try it
- The owner or point of contact
Share use cases where people already work, such as team channels, onboarding materials, workflow documentation, team meetings, playbooks, or internal resource hubs.
Next Steps
For Activators
- Choose one workflow that has been used successfully in real work.
- Document the task, before-and-after change, value signal, and human-review steps so others can try the workflow independently.
- Share the use case in the format that matches the audience’s next need.
- Keep the evidence and supporting asset current.
For Leaders
- Help Activators identify workflows where evidence would be useful.
- Review whether the available evidence supports broader sharing.
- Remove access, ownership, or coordination barriers.
- Reinforce validated examples connected to team or organization priorities.
- Surface credible progress to Executive Sponsors and other leaders.
Key Takeaway
A strong, well-documented use case can help the organization:
- Build Confidence: Understand where AI is supporting useful work
- Create Momentum: Give another person or team a clear way to repeat the approach
- Measure Value: See credible evidence of value and make progress visible without overstating the result
For Activators, the result is a practical way to turn local experimentation into a use case others can understand and try.
For Leaders, the result is clearer evidence about where AI is beginning to create value and where additional support may be needed.
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