KEHTNA — AI in Office Work: Turn a Repetitive Task into a Well-Designed Workflow

This training is part of the Eesti.ai initiative “The Most AI-Savvy Nation” and supports the informed and responsible use of AI in working life.

Writing emails, organising meeting notes, summarising documents and clarifying work assignments often take more time than we would like. AI can help with these tasks when the instructions are clearly worded and the quality of the results is checked.

In this workshop, we will move from general possibilities to one specific solution. Each participant or small group will choose an office task and create a reusable prompt template, assistant instruction or simple workflow for it. The solution will be tested and improved so it can be used in participants’ work after the training.

The aim of the training is to give participants practical skills in designing an AI-supported workflow with clear instructions, suitable input, verifiable output and security safeguards.

The training is suitable for office professionals, assistants, secretaries, coordinators and other employees who write texts, organise information or manage day-to-day communication. The workshop focuses on practical application. Previous experience with AI tools and basic knowledge are helpful.

Participants will learn to:
- choose AI tools suitable for office processes, taking ease of use and data protection into account;
- define tasks for AI in terms of purpose, input, expected output, limitations and quality criteria;
- create a reusable prompt template, assistant instruction or simple workflow;
- test a solution with sample input and improve it based on the results;
- identify checks for facts, quality and data protection, as well as areas of human responsibility;
- document a solution with instructions so it can be repeated at work and, if needed, shared with others.

**Teaching methods and practical outcome**

Facilitated individual and group work alternates with demonstrations, testing and discussion. Learning outcomes are assessed based on the solution created, its testing and participants’ explanations.

Each participant or small group will produce at least one reusable workflow: a prompt template or assistant instruction, sample input, checked output and brief instructions for use. This can be prepared as a digital learning bite for sharing on the Eesti.ai platform or in an environment specified by the client.

**Tools and what to bring**

We will use ChatGPT and Google Gemini. The aim of this selection is to offer participants as many freely available AI options and features as possible, so they can continue applying what they have learned independently after the training. All exercises can be completed using free accounts. Prepared sample texts will be used in the exercises, not real personal data or confidential documents.

Please bring a laptop and charger, and check before the training that you can sign in to both ChatGPT and Google Gemini. If there are technical issues, exercises can be done in pairs.

**Trainer**

Natalja Kitam is a specialist with extensive knowledge and experience in psychology, neurolinguistics, psycholinguistics and neuropsychology. She is active in the educational technology sector and is an entrepreneur who creates innovative learning solutions. Natalja also has considerable experience in the media (including ERR) and in public-sector communications, having worked with the Social Insurance Board and the Integration Foundation. She has taken part in large-scale European Union-funded projects and delivered training as part of the “Settle in Estonia” programme, which supports new immigrants and refugees in Estonia.

The workshop is part of AI Week and the Eesti.ai initiative “The Most AI-Savvy Nation”.