By Kathryn McGilvray
Transforming Your Workflow Processes in Learning and Development
The novelty of AI has worn off, and we are in the weeds, working it out and getting the real work done. It’s all about synthesising what we do, adapting our practices, and actively seeking opportunities to transform workflow processes. Whether it’s through deploying autonomous agents, integrating smart apps, or mastering targeted prompts, the goal is to shift AI from a neat party trick to an essential team member.
Think of your workflow as an "AI Sandwich"—a layered approach designed for maximum efficiency. Throughout the day, we might work on a wide range of tasks, from general admin and strategic planning to stakeholder communication and course development. The secret to this methodology is breaking down each task, identifying exactly what we can utilise AI for within it, and consciously setting ourselves a time limit to complete the work. These activities include iterating our prompts to ensure quality and employing human-in-the-loop processes to meet our task goals and organisational ethical standards.
To successfully implement the AI Sandwich, we need to look at our work holistically. Think back to your day yesterday and ask yourself where you could have used AI?
To build your AI Sandwich, start by asking the right questions about your workflow to ensure the human stays in the loop. Use this simple methodology to map out your day
What is on my daily priority list
What specific tasks do I need to complete
Where can AI do the heavy lifting
Where do I need to apply human oversight
This macro-level thinking creates a clear, efficient workflow for your day
Daily Priority List ➔ Identify Tasks ➔ Pinpoint AI Assistance ➔ Define Human Checkpoints ➔ Set Time Limits
Our core activities generally fall into several distinct buckets, including:
administration
training and assessment
managing industry and organisational expectations
compliance requirements
learner support
Transforming your workflow processes means looking at this overarching ecosystem and identifying exactly where AI can shoulder the administrative or repetitive burden.
With the visual pipeline guiding our specific daily tasks, we can also expand our perspective to encompass the entire learning ecosystem. Transforming your workflow isn't just about speeding up administration. It’s about strategically layering AI into our flexible learning environments. Think about how AI can enhance traditional Face-to-Face (F2F) settings, blended learning, webinars, and online courses, right through to on-demand videos, podcasts, and coaching or mentoring sessions. By looking at this bigger picture—spanning from simple integrated AI in everyday documents to complex simulated, gamified, and adaptive pathways—we start to see AI not just as a basic tool, but as a genuine partner in how we design and deliver learning.
Once we understand the holistic view, we can dive into the nitty-gritty details of our workflow. When looking at a specific project, break it down and ask where AI can be layered into the micro-steps of the process while retaining your expert oversight. For example, if you are developing a new course, your task flow might look like this
Brainstorm Concepts ➔ Research Topic ➔ Develop Core Content ➔ Design Slides ➔ Generate Images ➔ Produce Video and Audio ➔ Write Quiz Questions ➔ Code HTML Interactive Objects
AI also opens up incredible opportunities for flexible learning environments. Whether you are delivering face-to-face training, blended learning, or fully online courses, AI can be integrated into the mix. We are seeing the rise of AI in gamified learning and adaptive pathways where "bots" or AI assistants/agents guide learners through on-demand content tailored to their specific needs.
The true power of the AI Sandwich lies in layering critical thinking techniques and established thinking models directly into your workflow. Imagine combining a Socratic approach with the specific Learning and Development frameworks you use every day. By encouraging critical thinking, AI can prompt learners to ask clarifying questions, probe their assumptions, demand reasons and evidence, and explore different viewpoints, implications, and consequences. But we don't have to stop there.
By explicitly instructing the AI to apply methodologies like Bloom's Taxonomy for learning objectives, Kirkpatrick's Evaluation Model for feedback, or foundational Learning Science Principles, you instantly elevate the quality of the content. You can even layer in operational frameworks such as SMART Project Management, the Agile Manifesto, frameworks, or strict Industry and ISO standards to ensure absolute compliance and structure. It is this deliberate stacking of professional models that transforms a basic request, taking your AI's output from simply good to exceptionally great.
When transforming processes to include AI, it is essential to consider where the human-in-the-loop fits into the process. Our human agency is what guarantees quality and style. We must verify all facts, ensure the use of an industry-specific voice (such as Australian English, a clinical tone in healthcare training, or a professional tone in business services), audit for accessibility, and simplify outputs for absolute clarity.
We must also apply rigorous quality assurance principles to everything the AI produces, regardless of the task at hand. Keep these core checks in mind as you review outputs:
Treat the AI's first response as a rough draft and always iterate
Cross-check data, citations, and claims against reliable sources
Evaluate the output for potential biases and ensure fairness
Look for gaps in logic and refine your prompts to fix them
Ensure the final product aligns with your brand voice, organisational values, goals and mission, and industry standards
The future of Learning and Development isn't about AI replacing us. It is about adapting and transforming our processes to use AI as a highly capable teammate.
By employing the AI Sandwich methodology, you can successfully transform your workflow processes. Let AI handle the heavy lifting of drafting, data synthesis, and administrative scheduling, while you firmly retain human oversight for strategic planning, empathy, critical thinking, and final assessment. When approached with intentional design, a focus on learning science, and rigorous prompt iteration, you will unlock a new level of maximum efficiency in your daily practice.
AITD offers several courses on both AI and eLearning:
AI Essentials for L&D Professionals: Do you want to transform your L&D workflow and enhance learner experiences using Generative AI? In this blended learning course, you’ll learn how to use Generative (Gen) AI for a range of key L&D functions, including skills gap analysis, content creation, personalised learning and feedback. Register now.
eLearning: Foundations: This is Part I of an engaging, social learning suite of courses that provides you with access to learning experiences, activities and a comprehensive knowledge base. Register now. You may also be interested in eLearning: Planning and Design; and eLearning: Production and Delivery.
As an experienced Certified Management Consultant and specialist in AI strategy and transformation, Kathryn guides global organisations in leveraging Generative AI to optimise real-world Learning and Development workflows and capability uplift. A frequent conference speaker, she is passionate about cutting-edge educational technology and delivers the AI Essentials for Learning and Development Professionals course for AITD.