Once you have identified the workflows, the next step is creating the shared resources that allow a team to produce consistent output without every person needing to build their own practice from scratch.
There are four shared resources that matter most.
A shared prompt library
Your personal prompt library from Module 11 is the starting point, but a shared library needs additional work. Each framework needs to be documented clearly enough that someone who did not write it can use it effectively. That means the placeholders are labelled explicitly, the instructions are unambiguous, and there is a brief note on what the output should look like and what common mistakes to watch for.
A shared library also needs a consistent format. If every team member structures their frameworks differently, the library becomes a collection of personal notes rather than a team resource. Establish the format, the same structure you built in Module 11, purpose, task with placeholders, format, constraints, follow-up prompts, and watch-for notes, and require every framework in the shared library to follow it.
Store the shared library in a location every team member can access and update: a shared Google Doc, a shared folder, or within a shared project on your AI platform if the platform supports team access. The location matters less than the commitment to keeping it in one place and keeping it current.
A team context document
Your personal context document from Module 3 describes your individual practice. A team context document describes the business: the agency’s positioning, the client profile, the voice and tone standards, the types of work the team produces, and the standing constraints that apply to everyone. Individual team members can supplement it with their own personal context, but the team document provides the shared foundation that ensures consistency across all output regardless of who produces it.
Building this is a simple extension of the work you have already done for your own context document. The team version scales the same principles to the business level: who are we, who are our clients, how do we write, what do we always and never do.
Shared verification standards
The two-tier review framework from Module 8 applies across the team without modification. But when multiple people are producing AI-assisted output, you need explicit agreement on what gets verified, where it gets verified, and who is responsible for the final check before something leaves the business.
For most small teams, the simplest approach is: the person who produces the output is responsible for the verification. The tier one categories are non-negotiable. The editorial review checklist applies to everything client-facing. If you have a team lead or a senior advisor who reviews output before it goes to clients, that role continues exactly as it would without AI: the review is of the final output, regardless of how the first draft was produced.
Shared project templates
If your team uses client projects, destination projects, or task-specific projects, create template instructions for each type that any team member can use when setting up a new project. The templates from Module 9 are the starting point. Standardise the naming convention, the instruction structure, and the types of documents to upload. When every client project follows the same structure, any team member can pick up a project started by a colleague and work within it effectively.
