Prompt Playbook: First Steps in AI Consulting PART 3

Now you’re cursing my name - why did Kyle make me do this?? I’ve no idea what I’m doing.

Good. Don't worry. We're now going to prepare in a focused way, gathering exactly what we need to help this specific client. Nothing more, nothing less.

Then we’re going to nail our first consult.

Let's get started

The Power of Just in Time

Just in Time (JIT) revolutionised manufacturing at Toyota back in the 1970s. Instead of stockpiling parts just in case they might be needed, they got exactly what they needed, when they needed it. The result? Less waste, better efficiency, higher quality.

We're taking this principle and applying it to consulting.

Most wannabe consultants and experts prepare "Just in Case" - stockpiling knowledge about AI, preparing for every possible question, trying to become an expert before their first client.

They don’t want there to be the slightest chance they are caught on the back-foot. It’s rooted in fear.

It’s also backwards.

Instead, we prepare "Just in Time" - learning exactly what we need for each specific client. When a client books a session about AI in their marketing department, that's what we dive into. Not AI in accounting, not AI in operations - just what this client needs.

It's faster, more focused, and frankly, more effective. Just like Toyota didn't need a warehouse full of parts, you don't need encyclopaedic knowledge of AI to help your first client. Honestly, AI is moving so fast that trying to amass the knowledge is pointless anyway - everything is out of date so fast!

The Five Key Questions

OK sounds good but how do we practically do this?

Once someone's agreed to a consultation, send them a brief email asking

1. "Are you currently using any AI in your organisation?" This tells you their starting point and knowledge level. The answer may be “no”!

2. "What problems or challenges have you encountered with AI so far?" Even if they haven't used AI, they might have concerns or failed attempts.

3. "Which AI tools or capabilities are you most interested in exploring?" This shows where their enthusiasm lies - crucial for engagement.

4. "What tools or software does your team currently use regularly?" Understanding their tech stack helps you make relevant recommendations.

5. "What are your main concerns or reservations about implementing AI?" This lets you address fears and blockers upfront.

Keep it casual - this isn't an interrogation! A simple "To help me prepare for our chat, could you briefly let me know..." works well.

Turning Responses into a Plan

Once we’ve got responses from the client we’ll plug them into this prompt

You are an AI consultation planner helping prepare for AI strategy sessions with organisations. Your task is to create a detailed consultation plan based on client responses.

Input needed:
1. Consultation duration: [15 or 30 minutes]
2. Client's current AI usage: [their response]
3. Problems/challenges encountered: [their response]
4. AI tools/capabilities interested in: [their response]
5. Current tech stack: [their response]
6. Main concerns about AI: [their response]

Create a consultation plan including:

1. Time Allocation
Break down the session into specific segments, e.g.:
- Introduction/rapport building
- Discussion of current state
- Exploration of opportunities
- Addressing concerns
- Next steps and wrap-up
Specify exact minutes for each segment.

2. Key Discussion Points
For each time segment:
- Main topics to cover
- Specific questions to ask
- Points to emphasise
- Examples to share
- Transitions between segments

3. Likely Questions from Client
Based on their responses, predict:
- Technical questions they might ask
- Implementation questions
- Cost/resource questions
- Risk-related questions
Provide concise answers for each.

4. Red Flags to Watch For
- Signs they might need additional expertise
- Indicators of misaligned expectations
- Technical misconceptions to address
- Scope creep warnings

5. Specific Recommendations
Based on their current state and interests:
- 3 immediate action items
- 2 tools/solutions to consider
- 1 low-risk starting point

6. Preparation Checklist
- Required knowledge to review
- Case studies/examples to have ready
- Technical concepts to brush up on
- Industry-specific considerations

7. Follow-up Plan
- Items to note for follow-up
- Resources to share after
- Next steps to propose

Additional Guidelines:
- Keep recommendations practical and achievable
- Focus on value delivery within time constraint
- Include specific transition phrases
- Note areas where you might need to be flexible

Format the output as a clear, structured consultation roadmap that can be easily referenced during the session.

Let’s see this in action with some example responses from a client

We're using ChatGPT a bit for donor thank you emails - one of our volunteers showed us.
Emails need lots of editing to sound like us, and we're unsure about data privacy.
Interested in exploring AI for grant writing and newsletters.
Using Mailchimp, Excel, and Microsoft Office.
Main concerns are making mistakes with donor communications and costs - we're on a tight budget.

Thanks,
Sarah
City Soup Kitchen 

and here’s the complete plan generated by our preparation prompt: Consult preparation.

The result is a full schedule for the meeting as well as things you should prep. The prompt will also generate likely questions you’ll be asked during the consultation too as well as give you answers. It’s basically a brief to make sure you can go into the consult confidently and knowing how to help them.

The Zero Preparation Scenario

Sometimes they won't respond to your questions.

Two options here.

First is rescheduling and saying that you need their response. Emphasise it’s a short consultation and that you need to make sure their time is used wisely - hence the questions.

If they still won’t do answer then you have a choice to drop the consult (they aren’t paying so there’s no financial obligation) or, if you feel confident enough, go ahead and run the consult on the fly.

If this is the case you’ll simply start with "Before we dive in, I'd love to understand where you're at with AI currently. Would you mind sharing..."

Then ask the same five questions. Just means you'll be doing more listening in the first part of the consultation. They’ll get less value but at this point that’s sort of on them for not responding. It is what it is.

What's Next?

Tomorrow, we're covering the consultation itself. How to run it smoothly, read the room, and deliver real value in a short time frame.

For now though just get their responses and run the prompts above so that you are ready to enter that room. The beauty of our Just in Time approach is that you're preparing exactly what you need, when you need it. No more, no less.

Keep Prompting,

Kyle