2-Day AI Workshop Script (Office

Beginners)
Day 1: Introduction & Awareness
Welcome & Icebreaker (30 min)

“Hello everyone, and welcome to our AI workshop! 😊 I’m Tenzin Palgyal, and I’ll be
guiding you through the next two days. I’m excited to learn with you. AI can sound
intimidating, but here we keep it simple and practical. By the end of this workshop, you’ll see
how AI can help us in everyday office work.

Icebreaker: After introductions, we’ll play a quick game. I’ll say a statement about
technology, and if it’s true for you, stand up or raise your hand. For instance: “Raise your
hand if you’ve used a voice assistant (like Siri or Alexa).” This helps us see how many of us
already use something powered by AI without knowing it.

(Pause for introductions and game – encourage smiles and laughter.)

Great, thank you all for sharing! 🙌 It’s clear some of you have encountered smart tech in
daily life. That’s exactly what today is about: understanding AI in a friendly way. Before we
start, does anyone have questions or thoughts about the day ahead?

What is AI? (45 min)

Transition: Now that we’re warmed up, let’s talk about what AI actually is.

“AI stands for Artificial Intelligence, but what does that mean? In simple words, AI is a type
of computer technology that can learn from examples and make decisions or suggestions,
almost like a very fast, very smart assistant. It’s not magic; it’s a set of rules and data that
helps the computer do tasks we normally do with our brains. 🧠

Think of AI as a recipe book: you give it ingredients (data) and instructions (algorithms), and
it “cooks up” an answer or solution. For example, when you use Google Translate, the phone
is using AI to change one language into another. When Netflix suggests a show, that’s AI
learning what you like. Spam filters in email use AI to spot junk mail.

Let’s try an example together: Can anyone share an AI example you’ve seen in daily life?
Maybe on your phone, computer, or even a car? 🤔 [Pause for responses.]

 One common example is voice assistants: “Hey Siri” or “Ok Google.” Those listen to
your voice, understand it, and answer. That’s AI in action.
 Another example: smartphone auto-correct when you type a message. It guesses the
word you meant to type—that’s AI predicting language.
  Or think about social media: it shows you friend suggestions or tailored news because
it “learned” your interests.

See, you already interact with AI more than you might think! 😊

To put it simply: AI is a computer’s ability to perform tasks that usually require human
intelligence – like understanding language, recognizing images, or solving problems. It’s not
a human brain, but it can mimic some tasks.

Group Discussion: “Can anyone think of a time when an app or device helped you in a
surprising way? How did it know what to do?”

(Encourage sharing examples, nod and relate their answers back to how AI might be
involved.)

Great ideas! ✨ Now, AI doesn’t have feelings or goals; it’s like a tool that follows data and
instructions. For example, when you upload a photo and Facebook tags a friend’s name,
that’s AI recognizing faces from training images.

Let’s summarize key points about AI so far:

 AI is not human – it’s a computer program.

 It learns from data (like how we learn from practice).
 It’s in many everyday tools: smartphones, email, cars, etc.

Are there any questions about what AI is before we move on? Don’t hesitate to ask! ❓

Exploring ChatGPT & Claude (1 hour)

Transition: Now that we know what AI is in theory, let’s meet some AI tools! We’ll look at
two popular ones: ChatGPT and Claude. These are chatbots – you type in questions or tasks,
and they answer in text. I’ll demo on the projector so we can all see.

“First up, ChatGPT (by OpenAI) – it’s like having a conversation with a really smart
computer. Think of it as an assistant who can write, explain, or brainstorm on almost any
topic. For instance, I’ll type on the screen: “Write an email to my team to remind them of
tomorrow’s deadline, in a friendly tone.”

(Facilitator types this into ChatGPT on the projector. ChatGPT replies on screen.)

It says: “Hello team, just a friendly reminder that our report is due tomorrow. Let me know if
you have any questions...” 📨 Notice how it sounds polite and clear. You can copy it, tweak it,
or just use it as a starting point.

Interaction: “Now, imagine you need to write a follow-up email, but you’re not sure what to
say. ChatGPT can generate a first draft, and then you add your personal touch. Anyone think
of another way this could help in your work? [Pause for ideas.]
Prompt Tips: I used a clear prompt: ‘friendly tone’, ‘reminder’, ‘deadline’. The better we
describe what we want, the better the answer. You can try prompts like: “Generate bullet
points for a project update.” or “Explain the term ‘market research’ in simple words.” It can
simplify complex ideas into plain language, which is handy if you need to explain something
to a client or colleague.

Next, let’s talk about Claude (by Anthropic). Claude is another chat-based AI. It works
similarly: you type questions, it answers. It’s newer, but like ChatGPT, it can write text for
you. On screen, I’ll quickly show Claude by asking the same email prompt.

(If demo possible: show Claude’s reply; if not, describe briefly.)

Claude’s version says something like: “Hello everyone, just a quick reminder that our team
report is due tomorrow... Looking forward to our progress!” It’s a bit different in phrasing but
similar help. The important thing: There are many AI chat tools, and they’re all pretty
good at language tasks.

Key Point: ChatGPT and Claude are tools you can use to help with writing or brainstorming.
They’re not perfect – but they give you a lot of text fast. You still need to check the output
for accuracy.

Group Activity: Can anyone think of a question or task right now we could try on ChatGPT
or Claude? For example, maybe someone says: “Translate a sentence” or “explain a concept”.
Let’s do one together. [Take a suggestion and demo.]

Smooth Transition: These tools feel like talking to a co-worker who knows a bit of
everything. But remember, they rely on the information they were given; they can guess, but
they don’t know everything (especially very new info).

Summary so far: We’ve seen that with a clear request, AI chatbots can produce useful text.
They can answer questions, summarize, create lists, or even make jokes if asked politely! 😄
The key is: be clear and specific in what you ask them.

AI Myths & Limitations (1 hour)

Transition: Now let’s discuss something very important: What AI can’t do and what
myths exist.

“Sometimes movies or headlines say that AI is a robot with feelings or that it will replace all
our jobs. In reality, AI is not human – it has no consciousness, no emotions. It only does
tasks we tell it in data form. For example, the idea that ‘AI will become evil and take over the
world’ is a science fiction myth. In everyday life, AI is just a tool.

“Another myth: AI is always correct. Actually, that’s false. AI can make mistakes. A good
example: someone once asked ChatGPT if Einstein had any children, and it said no. But
Einstein did have a daughter and sons. ChatGPT made a mistake because it mixed up data.
This kind of mistake is called a hallucination.
“AI can also be biased. If the data it learned from has unfair biases, it might repeat them. For
example, if you asked an AI to suggest managers, it might unconsciously favor one gender or
nationality if its training data was skewed. We must watch out for that.

Bullet List – AI Limitations:

 ⚠️Errors: Sometimes AI confidently gives wrong answers. Always double-check

important info.
 ⚠️Bias: AI can show stereotypes (gender, age, etc.) if its data had them. We must be
careful in sensitive uses.
 ⚠️No Common Sense: AI doesn’t truly understand the world. It might say things that
sound smart but don’t make sense.
 ⚠️Not Creative: It can recombine ideas but isn’t truly creative or insightful on its
own.
 ⚠️Job Impact: It might automate some tasks (like data entry or drafting), but it’s not
replacing human judgment or interpersonal tasks. It creates new kinds of jobs too.

Discussion Prompt: “What is something you DO NOT want an AI to handle at work?

Why?” For instance, maybe deciding a promotion or interpreting a lawyer’s contract. Let’s
share some examples. [Pause for thoughts.]

Key Point: AI lacks empathy and judgment. For example, it can’t truly feel how a person
might be upset by an email, so it might not give the perfect tone without your input. And it
definitely can’t attend a meeting for you or understand the politics in the office.

Finally, one more limitation: Up-to-date Knowledge. Most free AI chat tools were trained
on data up until 2021 or so. That means if you ask about a news event from last month, it
might not know. So it’s not great for the latest information unless it has a live internet feature
(most don’t, by default).

Wrap-Up: In short, AI is powerful but imperfect. Think of it like a calculator for words: it
can do a lot of number-crunching with text, but it doesn’t think like a person. We use AI to
assist us, not to replace our brain or our gut feeling.

Wrap-Up & Q/A (30 min)

We’re almost at the end of Day 1! Let’s take the last few minutes to recap and ask questions.

 We’ve introduced ourselves and loosened up with an icebreaker.

 We learned what AI is: a tool that does “thinking” tasks using data (voice assistants,
recommendations, spam filters, etc.).
 We explored ChatGPT and Claude: AI chatbots that can write text, answer
questions, and help brainstorm.
 We discussed myths vs. reality: AI is not magic – it can make mistakes, it has no
feelings, and it won’t steal all jobs.

Question Time: What surprised you today? Is there a point you want me to go over again?
Any questions about something we talked about? ❓

(Facilitator listens and answers. Encourage any concerns or excitement.)

Thanks for the great questions and discussion! I appreciate your participation. 🙌 Tomorrow
we’ll dive into practical uses of AI in the office – how it can help with writing, planning, and
more, plus how to use it responsibly. Have a great evening! See you tomorrow at the same
time. 👋

Day 2: AI for Office Productivity

Smart Writing with AI (1 hour)

“Good morning and welcome back! 😊 Yesterday we got to know AI. Today we’ll see how it
can make our work easier. Our first topic is smart writing with AI.

Transition: In the office, writing is everywhere – emails, reports, proposals. AI can help
speed this up. Let’s look at some examples.

“Imagine you need to write a meeting reminder email. Instead of starting from scratch, you
can ask ChatGPT: “Write a professional email reminding my team about tomorrow’s
meeting at 10 AM.”

(Type this prompt on projector, show output.)

Here ChatGPT might write: “Subject: Reminder: Team Meeting Tomorrow at 10 AM

Hello everyone, this is a friendly reminder that we have our team meeting scheduled for
tomorrow at 10 AM in the conference room. Please come prepared with your project updates.
Thank you!”

This is a great draft. We can copy it, adjust names, and send it. It saved us writing time. 📧

Prompt Example: If you want a bullet point list, say so: “Bullet points for meeting
agenda.” If you want a casual tone, say so: “Write a friendly email.”

Activity: Who can think of a writing task you often do? Maybe drafting a report introduction,
or writing client updates. Shout one out! [Pause and listen.] Great. Let’s say one person often
writes project updates. You could ask: “Summarize our weekly project status in three
sentences.” and AI will help.

AI also helps improve writing. For example, if you have a sentence and you’re not sure
about grammar, you can prompt: “Correct the grammar of this sentence:” and paste it. It will
fix errors. It can rephrase content: “Make this paragraph more concise.”

Emoji Tip: ✍️Using AI to write doesn’t mean you stop thinking. Think of it like a smart
assistant drafting a starting point. Always review and personalize the result. The style
might be too formal or generic. Add your voice: an inside joke, specific details, or a personal
sign-off.
Group Prompt: Let’s try a writing challenge. Suppose you need to email a manager about a
project delay. What prompt would you give? [Get a response, type it in ChatGPT live.] See
how it frames the apology and explanation politely.

Summarization & Translation (1 hour)

Transition: Next, let’s see how AI helps with summarization and translation.

“Summarization**:** If you have a long document or email thread, AI can pull out the main
points. For example, I’ll copy this long email text into ChatGPT and ask: “Summarize the
key points of this email in bullet points.”

(Show a sample or read a short paragraph and AI summary.)

Notice how it turns a paragraph into 2–3 concise bullets. This is super useful if you need to
quickly understand a report or share a summary with colleagues. It saves reading time. You
could even ask: “Summarize this in one sentence.” or “Give an action item list from this
text.”

🤔 Prompt: “Summarize for a 5-year-old” – AI will simplify language. Or “translate this

technical paragraph into plain English.” Very handy if you’re not a subject expert or if you
want to explain something to clients.

Translation: AI can also translate languages. Let’s say we have an email in Spanish:
“Buenos días, me gustaría tener una reunión para revisar los planes del proyecto.” We ask
ChatGPT: “Translate this to English.” It will say something like: “Good morning, I would
like to have a meeting to review the project plans.” 👍

It can do many languages: French, Chinese, German, etc. So if you work with international
colleagues, this can be a quick helper. The translation might not be perfect (it might miss
slang or specific terms), so double-check if it’s important. But it’s a great start.

Interactive: Has anyone needed to translate a document or email in your job? How do you
usually do it? [Pause] Great, so you see, AI could assist you in that task too.

Organizing & Planning with AI (1 hour)

Transition: Now we move to organizing and planning tasks. AI can help structure meetings,
projects, and schedules.

“First, meeting agendas. Say you have a 30-minute team meeting about a new project. Ask:
“Create an agenda for a 30-minute meeting to discuss the new website project.”

(Demo on screen)

It might list: 1) Introductions and objectives (5 min), 2) Website goals discussion (10 min), 3)
Responsibilities and deadlines (10 min), 4) Q&A and next steps (5 min). Boom – an agenda
outline in seconds! You can use this as a template for your actual meeting invite.
Project Planning: For a bigger task, you can ask AI to list steps or timelines. Example:
“Outline a plan to launch our marketing campaign in four weeks.” It might break down tasks
by week or priority. This is a great brainstorming tool. It won’t replace your project
management software, but it gives ideas to fill in.

Scheduling: While AI can’t book your calendar automatically (it can’t click your calendar
for you), it can suggest how to structure your day. For example: “Create a prioritized to-do
list for a manager juggling a meeting, emails, and a deadline.” It will generate tasks in order
of importance.

Brainstorming: If you need creative ideas – say for a team-building theme or a presentation
topic – ask AI for a list of ideas. E.g., “Give me five fun ideas for a virtual team workshop.”
Use those as inspiration. It’s like having a colleague who’s full of suggestions at any time.

Example Activity: Let’s try together. Suppose you need to plan a one-day workshop on
customer service. On screen, I ask: “Outline a schedule for a one-day customer service
workshop from 9 AM to 5 PM.”

(Show ChatGPT’s response.)

It shows time slots: introduction, presentations, breakout exercises, etc. Very handy!

Remember, AI doesn’t know your exact context, so always tweak its plan to fit your real
situation (like actual times, people, locations).

Responsible AI Use in Office (1 hour)

Transition: Before we finish, an important topic: responsible AI use. AI is powerful, and

we must use it carefully.

“First, data privacy. Never enter sensitive or confidential information into a public AI tool.
For example, don’t paste customer personal data, company financial numbers, or secret
project plans into ChatGPT. These tools are not private journals. If confidentiality is critical,
use internal company-approved tools or get permissions.

Example: If you feed ChatGPT a detailed client email to summarize, make sure you have the
client’s permission or that it’s public info.

Second, accuracy. Always fact-check AI outputs. If it gives a statistic or says someone said
something, verify it independently. AI might make up details. So if you use an AI-generated
fact or quote in a report, double-check it’s real.

Third, bias and fairness. AI can unintentionally reflect bias from its training data. For
example, if it generated job titles, it might favor one gender. Be mindful: review AI’s
suggestions for unfairness. If something seems off, adjust it yourself.

Fourth, original work. When using AI for writing, you should still provide your own
insights. Think of AI as your assistant. If you use AI to write content that will be published,
some companies ask you to disclose that. This is especially true in fields like journalism or
academics. Make sure you follow your workplace guidelines on AI use.
Fifth, ethical use. Don’t use AI to do anything unethical: for example, don’t impersonate
someone, don’t use AI to automate decisions about hiring without oversight, and don’t
plagiarize text from AI as if it were your own without attribution. Always aim for
transparency and honesty.

Discussion: “Can anyone think of a scenario at work where using AI might be a problem?”
For instance, using AI to predict who to hire might be biased. Share thoughts! [Pause for
input.]

Key Point: Be the boss of the AI, not the other way around. Use it to support your work, but
you make the final call.

Closing & Feedback (30 min)

“We’ve reached the end of Day 2 and our workshop. 🎉 Let’s recap our journey:

 Day 1: We learned what AI is, saw real examples, tried ChatGPT/Claude, and talked
about myths and limits.
 Day 2: We saw how AI can help us write emails, summarize info, translate languages,
plan meetings, and brainstorm. We also covered how to use AI responsibly.

Final Thoughts: I hope you see that AI is a tool that can boost your productivity and
creativity. But remember: it’s a helper, not a replacement for your skills and judgment.
Always review what it produces.

Questions & Feedback: Now I’d love to hear from you. What was the most useful thing you
learned? Any remaining questions? And how was the workshop overall? Your feedback helps
us improve. Please share one highlight or suggestion. [Allow participants to speak or fill
feedback forms.]

Thank you all for your amazing participation and questions over these two days. 👏 I
appreciate your enthusiasm and curiosity. Keep exploring these tools – maybe try using one
small AI feature this week.

Closing: Thanks again, everyone. Let’s give ourselves a round of applause for learning so
much! 🎉 Have a wonderful day, and happy AI exploring!

Farewell: “Thank you and goodbye! 😊👍”