Running a session
What to expect, in the order it happens. Team AI Conversation works two ways: as pre-work people fill in before a live discussion, or live with everyone in the room together. The steps are the same; only the timing changes.
At a glance
- 1Create
- 2Invite
- 3Collect
- 4Pause & discuss
- 5Re-open
- 6Close
- 7Export
Give the session a team name and a few light bits of context — sector, country, rough size. Nothing here is evaluated; it just helps the room read its own answers later. You'll get a six-character join code straight away.
What you do: Dashboard → New session.
Share the join code or the direct link. Teammates don't need an account — they pick a display name and they're in. It works on phones, so it's fine to drop the link into a chat or read the code aloud at the start of a meeting.
What you do: Session page → Invite your team.
Participants work through three pillars: how AI is governed here, how it lands on the people doing the work, and where it builds real advantage. They write what's in place, what's still open, what worries them, what they wouldn't do, and the tools they're curious about. They can do this beforehand or live in the room. You'll see each person move from "In progress" to "Submitted".
What you do: Session page → Members.
When you're ready to look at what's come in together, pause submissions. Existing answers stay visible; people just can't add or edit underneath you. This is the moment to slow down and let the room react to what it sees.
What you do: Session page → Submissions toggle.
Open the landscape view to see everything mapped across the three pillars. Surface patterns when the room is ready, vote on what matters, and log discussions and decisions as they happen. The prompt bank has questions you can borrow if the conversation stalls.
What you do: Session page → Open landscape, plus the facilitator prompt bank.
Once the room has discussed what's there, flip the toggle back on. People can add what came up in the conversation — things they only realised once they'd seen what others wrote. Anyone sitting on the thanks page is prompted automatically.
What you do: Session page → Submissions toggle.
Closing the session ends submissions for good and locks the picture in place. You can still view everything, export it, and archive it later. A clear ending is what turns a conversation into a decision.
What you do: Session page → Close session.
Download a PDF summary at any point — it's watermarked as a draft while the session is still open, and clean once you've closed it. There's also a markdown export for pasting into your own docs. Send it round so the room remembers what it agreed.
What you do: Session page → Download summary PDF / Export markdown.
Two ways to run it
Same steps, different rhythm. Pick whichever fits the team you've got.
- Send the join code a few days ahead. People submit when they have a quiet 30–45 minutes.
- Pause submissions when the meeting starts. The room reads the landscape together.
- Re-open near the end so people can add what only emerged in the conversation.
- Share the code at the start. Give the room a quiet 30–45 minutes to reflect on phones or laptops.
- Pause submissions, then walk through the landscape together — patterns, worries, decisions.
- Re-open briefly at the end if new things surfaced; close the session once the room agrees.
A few principles worth saying out loud
- There's no required level of AI experience — including none. Nobody is being evaluated on what they write.
- Worries and non-negotiables matter as much as decisions and tools. Don't rush past them.
- Aim for a small number of steps with named owners, and be explicit about what you're choosing not to do, and why.
- The room makes the decisions. This tool is just a way to see them.