Team Use Case Brainstorm Playbook
# Champions
# Driving Adoption
Learn how to run a team brainstorm to identify ChatGPT use cases
September 17, 2025Team Use Case Brainstorm Playbook
A use case brainstorm is a live, role‑aligned session where teammates with similar goals reflect deeply on current workflows, surface pain points, and identify efficiencies—whether or not they actively use ChatGPT today. The workshop creates protected time to map day‑to‑day tasks, spot AI‑assist opportunities, and draft first passes at prompts or workflows. We recommend running this at least quarterly, and it also works well as part of a larger team offsite agenda.
Workshop objectives
- Align on common pain points as a team: Map out day‑to‑day departmental workflows and note recurring inefficiencies or bottlenecks.
- Identify areas for AI‑driven efficiency: Spot opportunities where AI could play a role in reducing manual effort—without needing develop a full solution yet.
- Determine priorities and next steps: Document and prioritize follow‑ups so the team has a clear starting point for deeper exploration.
How to prepare
- Define scope and participants: Select the department and participants. Identify 1–3 ChatGPT power users (champions/high adopters) to serve as table leads or co‑facilitators who can share examples, unblock others during brainstorming/prototyping, and own follow‑ups.
- Share pre‑work: Ask participants to reflect on examples of tasks they repeat often or find time‑consuming, grouped into a few common categories (e.g., research & summarization; drafting & editing; data analysis/reporting; knowledge search & SOP retrieval; meeting prep/follow‑ups; customer/internal communications; planning & project management; QA/review/checklists; automation handoffs). >> Use ChatGPT to create a message to participants
- Setup: Reserve space (in‑person or virtual), and choose a brainstorming surface: like a virtual whiteboard or a physical wall with sticky notes. Pre‑create columns or swimlanes (e.g., Workflow → Pain point → AI opportunity → Draft prompt/owner/next step), add simple templates/cards, and set color‑coding by team/priority.
- Facilitator roles: Assign facilitator, note‑taker, and timekeeper.
Sample agenda (90 minutes)
Time | Activity | Description |
0:00–0:10 | Welcome & framing | Introduce objectives, agenda, and ground rules. Reinforce that ChatGPT is a partner, not a replacement. |
0:10–0:25 | Department priorities | Discuss and document top workflows, pain points, and strategic goals. |
0:25–0:55 | Use case brainstorming | Small groups identify and map workflows to ChatGPT opportunities. Facilitator prompts with examples. |
0:55–1:15 | Live demo & prototyping | Try prompts in real time. Share successes and refine together. |
1:15–1:25 | Capture learnings | Summarize use cases, workflows, and draft prompt library. |
1:25–1:30 | Next steps & close | Assign follow‑up owners and timelines. Reinforce ongoing experimentation. |
Outcomes and follow-ups
Share a concise recap that names owners and timelines; select 2–3 high‑potential use cases to pilot within the next two weeks; instrument success from day one (time saved, quality improvements, adoption signals); and convert wins into reusable assets—prompt packs, team GPTs, or documented workflows.
Thoughtful follow‑up turns brainstorming into real outcomes, builds team confidence, and creates momentum for broader adoption.
Tips for success
- Keep it grounded. While it’s important to encourage creativity and big picture thinking, it’s important to keep the ideas and solutions realistic and achievable. You can always add more complexity and automation over time!
- Test all of your tools before starting the workshop, and prepare backup methods (physical post-its, a shared doc) in case of technical issues. Sometimes people struggle to access ChatGPT, virtual boards, or shared docs live, and you can waste momentum in tech checks.
- Encourage curiosity and strategic thinking with some sentence starters:
- “What’s one task you wish you could hand off?”
- “In one sentence, what does success look like for your role this quarter?”
- “What’s one task you wish you did less manually?”
- “Walk me from trigger to finished output—where does it slow down?”
- “If a smart assistant sat next to you, which step would you delegate first?”
- “How could we make this safer/smaller to test in a week?”
Include every voice: Ensure the loudest voices are not the only voices. Virtual whiteboards can be a great way to get everyone involved, and facilitators should be prepared to ask probing questions that encourage participation.
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