Tech Tip - Beyond the Chatbot. A Leader’s 5-Step Plan for AI Fluency
Transitioning from basic automation to strategic AI leadership.
Change is something retail leaders are used to dealing with. It happens all the time. And we usually recognize that it happens at a quick pace. But AI is moving faster than nearly anything we've seen in modern history. It feels like nearly every week there are significant changes and updates coming from one of the many models or tools that are AI-based. We know there isn't a magic approach to getting it all done, despite what some claims from AI providers might be. But, however unfulfilled they may be, there is also a lot that can be gained by embracing these new resources.
So, where are you in your AI learning journey? Most leaders have at least dabbled in a chatbot to rewrite a tricky email or look up a quick fact. But "dabbling" doesn't save you time in the long run. In fact, without a plan, new technology often becomes just another distraction. To move from a casual user to a leader who uses AI as a competitive advantage, you need a structured approach. It begins with identifying what you want to achieve and why you need it before you ever worry about how to use the tools.
Before we dive into the roadmap, we have to talk about some important reminders: privacy and intent. I still feel it is necessary to provide these considerations before talking too broadly about AI. Never share specific sales data, proprietary spreadsheets, or identifiable team member information with a public AI tool. You can describe a situation or a trend without revealing the "who" or the "how much." AI is a tool to help you think, but there are still many unknowns about how some of this data is being used, so err on the side of caution.
Now let's dive into how you can build a plan to strengthen your understanding and use of AI. Here's a practical, five-step guide for integrating AI into your leadership routine over the next few months.
Week 1. Building the Foundation and Breaking Old Habits
The first step to efficiency is awareness of how you currently spend your time. We often fall into the habit of opening a browser and searching for information without thinking about what we really need. This week is about breaking that habit.
Start by using your AI tool of choice as your primary search and discovery engine. Whether you are on your phone, tablet, or laptop, keep the app or a pinned tab open. Instead of sifting through pages of search results, ask the AI to summarize concepts or provide initial ideas.
This is also the time to embrace your phone’s built-in voice memo features. As leaders, we are often on the move. Curiosity is what keeps us learning and listening, but we can’t always stop to write things down. Start dictating your notes, observations, and questions as they come to you. Getting used to "thinking out loud" into your device prepares you for the next phase of using AI as a partner. I truly believe ‘voice’ is going to become the fastest, most important ‘input’ device we have to work with this new type of technology. I really like using voice memos to capture my thoughts and then work with it after the fact with a “thought partner”.
Week 2. The Thought Partner and Refined Reflection
Effective leadership starts by looking in the mirror and being honest about where we need help. This week, we move from searching for facts to using AI as a "Thought Partner." This is where you provide scenarios and ask the tool to challenge your thinking.
A great way to use this is through role-playing. If you have a difficult coaching session coming up, describe the situation to the AI and ask it to play the role of the employee. Practice your approach and ask for feedback on how to make your message more empathetic yet firm.
You can also leverage those voice memos you started in week one. Whether you are in your car between visits or sitting in your office at the end of the day, take your dictated notes and let the AI summarize them. Ask it to identify themes or blind spots you might have missed.
If you followed my article last month on NotebookLM, this is the perfect place to blend these habits. You can drop your dictated notes and visit recaps as sources into NotebookLM. This ensures the AI is only pulling insights from your specific experiences and observations, creating a personalized "leadership brain" that helps you prepare weekly reports or feedback for your boss with much higher precision.
Weeks 3 and 4. The 10-80-10 Rule of Delegation
One of the most important distinctions in leadership is the difference between helping and enabling. Helping involves providing support that empowers someone to manage their responsibilities. When it comes to AI, we use the 10-80-10 Rule to ensure we are staying in the driver’s seat while the tool handles the heavy lifting.
The First 10%: You provide the context, the "why," and the specific goals. You set the vision and the boundaries.
The Middle 80%: The AI generates the draft. This could be a long-form email, a training outline for your team, or a draft for an individual development plan (IDP).
The Final 10%: You perform the "style and voice check." You review the output for accuracy and ensure it matches your authentic voice.
By using AI to analyze situations and suggest actions based on your notes, you are strengthening and expanding your own options. You are delegating the low-stakes work of drafting and organizing so you can save your mental energy for the critical choices that make a difference in your business.
Month 2. Developing Your Prompt Library
As you begin to see success, you will notice patterns in the work you do. You likely write similar recaps, recognition notes, or project plans every month. Instead of starting from scratch every time, start building a "Prompt Library."
A prompt library is simply a collection of the best instructions you’ve developed. When you find a specific way of asking the AI that yields a great result, save it. This might include:
Instructions for turning a messy list of visit notes into a professional summary.
A template for creating coaching questions based on a specific performance gap.
A framework for recognizing team contributions that feels genuine and not like a form letter.
Batching this work together saves an immense amount of time. When you are in the mindset of "reporting" or "planning," having your library ready allows you to move through your tasks with much higher efficiency.
Month 3. Connecting the Dots and Scaling Up
The final phase is looking at how AI can become a part of your infrastructure. This is where you might explore connecting tools like Zapier or n8n to automate repetitive tasks.
I know that in many organizations, you cannot simply install new software on your work computer. However, understanding how these tools work in your personal life can still yield huge productivity gains. Perhaps you use an automation to organize your personal reading list or manage your household schedule.
Even if you are restricted at work, the mindset of "how can this be automated?" is what separates the efficient leader from the one who is constantly overwhelmed. Look for the built-in AI features already appearing in the software you use daily, like email summaries or meeting transcriptions, and use them to reclaim your time.
Create Your Learning Cycle
Leadership is an "always on" role, and everyone is watching how you adapt to change. Using AI effectively isn't about being a tech expert. Stay curious, remain humble enough to learn new ways of working, and having the courage to try something different. You don’t need to master all of this at once. Pick one phase, start small, and build from there. Then as things change, you have a framework to keep your learning cycle going. The goal is to spend less time in front of a screen and more time connecting with the people you serve.
What new things will you learn about using AI this week?
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