# 7. Workshop

## Workshop

**Outcome:** Process details extracted via async intake + review call **Trigger:** Week 2 (runs alongside AI Roadmap Discovery) **Duration:** 90 min total (async intake + 30-45 min call + post-call wrap)

### Quick Reference

| Step | Action                                       | Time      |
| ---- | -------------------------------------------- | --------- |
| 1    | Send async intake template (3-5 days before) | 10 min    |
| 2    | Review client's intake responses             | 15 min    |
| 3    | Review call (clarify, not re-ask)            | 30-45 min |
| 4    | Post-call: fill gaps, send follow-up         | 15 min    |

**Key insight:** The heavy lifting happens ASYNC. The call is for clarification only.

***

### Full Guide

#### 3-Phase Flow

```
Phase 1: ASYNC INTAKE (before call, no time pressure)
├── Send intake template 3-5 days before call
├── Client fills in: process steps, systems, edge cases
└── Review intake day before call

Phase 2: REVIEW CALL (30-45 min, not 2-4 hrs)
├── Review what client submitted (not re-ask)
├── Clarify ambiguities + screen share 1 workflow
├── Capture what's missing (edge cases, decision logic)
└── Confirm accuracy

Phase 3: POST-CALL (same day)
├── Fill gaps from recording
├── Send follow-up with action items
└── Hand off to Development
```

#### Phase 1: Async Intake

**Skill:** `/plan:sop-workshop {CODE}` generates categorized question list

**Template:** Copy `templates/workshop-intake-template.md` → Google Doc

**Categories covered:**

| Category                | What to Extract                                 |
| ----------------------- | ----------------------------------------------- |
| Trigger / Current State | How is it done today? What starts it?           |
| Systems & Data          | What tools are involved? What data flows where? |
| Decision Logic          | When do you do X vs Y?                          |
| Edge Cases              | What can go wrong? Unusual scenarios?           |
| I/O Examples            | Sample inputs + expected outputs                |
| Success Measures        | What does "working" look like?                  |
| Fears / Guardrails      | What should automation NEVER do?                |

#### Phase 2: Review Call (30-45 min)

| Section                 | Time   | Focus                      |
| ----------------------- | ------ | -------------------------- |
| Intro + agenda          | 5 min  | Set expectations           |
| Walk through intake     | 15 min | Clarify responses together |
| Screen share workflow   | 5 min  | Validate understanding     |
| Capture missing details | 10 min | Edge cases, decision logic |
| Confirm + next steps    | 5 min  | Accuracy check             |

#### Phase 3: Post-Call

Create notes file: `clients/{CODE}/context/calls/workshop-{DATE}.md`

```markdown
# Workshop - {Workflow Name}
Date: {DATE}
Attendees:
Intake submitted: Yes / Partial / No

## Trigger
- What starts the process:
- How often:

## Current Process
1.
2.
3.

## Decision Logic
- If X then:
- If Y then:

## Edge Cases
-
-

## Systems Involved
-
-

## I/O Examples
- Inputs provided: (link)
- Outputs provided: (link)

## Success Criteria
-

## Fears / Guardrails
- Automation must NEVER:
```

Send follow-up:

```
/create:email {CODE} --type post-workshop
```

***

### If Client Doesn't Complete Intake

```
Intake not submitted before call?
├── Email reminder 2 days before (include link + context)
├── If still missing: shorten call to 15-min scope check only
│   ├── Ask: "Can you walk me through ONE process live?"
│   └── Reschedule full review for 3-5 days later
├── If partially complete: proceed — focus on gaps only
└── Document: note which sections need follow-up async
```

***

### Email Templates

#### workshop-intake

**When to send:** 3-5 days before workshop call **Command:** `/create:email {CODE} --type workshop-intake`

```
Subject: Workshop Prep - Please Complete by {Date}

Hi {Name},

Your SOP Workshop is scheduled for {Call Date}. To make the most of our time, please complete this intake form BEFORE the call.

ASYNC INTAKE FORM
{Google Doc Link}

Time needed: 15-30 minutes

WHAT TO DOCUMENT
For each workflow we're automating:

1. TRIGGER: What starts this process?
2. STEPS: Walk through each step (1, 2, 3...)
3. SYSTEMS: What tools are involved?
4. DECISIONS: When do you do X vs Y?
5. EDGE CASES: What can go wrong?
6. EXAMPLES: 3-5 sample inputs + expected outputs

WHY THIS MATTERS
The more detail you provide async, the shorter and more productive our call will be. We'll use the call to clarify—not to start from scratch.

DEADLINE
Please complete by {Date - 1 day before call} so we can review before we meet.

Questions? Reply to this email.

Cheers,
{Sender Name}
The Entourage AI
```

***

#### workshop-reminder

**When to send:** 2 days before workshop if intake not complete **Command:** `/create:email {CODE} --type workshop-reminder`

```
Subject: Reminder: Workshop Intake Needed by {Date}

Hi {Name},

Quick reminder - your workshop is in 2 days and we haven't received your intake form yet.

INTAKE FORM: {Google Doc Link}

If the form isn't complete before our call, we'll use the time for a brief scope check and reschedule the full workshop for later in the week.

Need more time? Just reply and we can adjust.

Cheers,
{Sender Name}
The Entourage AI
```

***

#### post-workshop

**When to send:** Within 24 hours of workshop call **Command:** `/create:email {CODE} --type post-workshop`

```
Subject: Workshop Complete - Next Steps for {Workflow Name}

Hi {Name},

Great workshop! Here's what we captured:

PROCESS SUMMARY
{Brief description of the workflow}

TRIGGER
{What starts the process}

KEY STEPS
1. {Step 1}
2. {Step 2}
3. {Step 3}

DECISION POINTS
- {Decision 1}: If X → do Y, else → do Z
- {Decision 2}: If A → do B

EDGE CASES TO HANDLE
- {Edge case 1}
- {Edge case 2}

SYSTEMS INVOLVED
- {System 1}
- {System 2}

NEXT STEPS
1. We'll create your Technical Blueprint by {Date - 2-3 business days}
2. You'll review and approve the architecture
3. We'll request credentials for integrations
4. Development begins!

WHAT WE NEED FROM YOU
- [ ] {Any pending item 1}
- [ ] {Any pending item 2}

Questions? Reply anytime.

Cheers,
{Sender Name}
The Entourage AI
```

***

### Verify

* [ ] Intake template sent 3-5 days before call
* [ ] Client intake reviewed before call
* [ ] Review call completed (30-45 min max)
* [ ] Workshop notes complete with all 7 categories
* [ ] Follow-up email sent
* [ ] Ready for [Development](https://internal-docs.theentourageai.com/ai-automator/development)

**Next:** [Development](https://internal-docs.theentourageai.com/ai-automator/development)