AI Workshop: What participants can expect on a workshop day with LEAN-CODERS

Many companies have heard of AI workshops. Some have even attended one and received a presentation that has since remained unread in SharePoint. What makes an AI workshop truly useful? And what happens concretely when we arrive at a company?

This article provides insight into how a typical workshop day at LEAN-CODERS unfolds, and what the preparation and follow-up look like. The goal is clear:

After the workshop, our clients know exactly inwhich areas of the company AI can be individually applied: From personal assistance to process automation.

AI Workshop Preparation: What happens before the first appointment

Of course, the actual workshop day is the centerpiece - but it is embedded in a support process: It begins with a 30-minute initial conversation, in which we check whether the format is suitable at all. Here we capture initialexpectations and target groupsfor the workshop, and transparently outline what results our clients can expect from it. If everyone agrees that we can get started, the process continues.

If the workshop content does not fit, it becomes clear immediately and can be adjusted. If the conversation reveals that the workshop is not a fit at all, we leave it at the call and are happy to have met you 😃 This ensures that exactlythe right contentreaches our clients.

Then we move on to a more detailed preparation round, usually also via video call. Here we get into the nitty-gritty because we want to understand exactly:

• What expectations does the company have for the AI workshop, what are the desired outcomes?

• What foundational AI knowledge is already available?
• Which processes are repeated daily in the company?
• What systems are in use (ERP, CRM, SCM)?
• Where are the biggest operational friction points?
• What has the company already tried regarding AI, what has worked well, and what has not?

Armed with this information, we put together an individualworkshop programand select the team. Depending on the focus (e.g., business, production, sales, organization), we have specific content that we can address regarding AI.

AI Consulting in Workshop Format: Showtime!

The one-day workshop lasts four to eight hours, depending on the wish. The mode isindividually planable: Either on-site, at our office, or remote/hybrid.

We prepare a clear red thread, which is individually tailored depending on requirements and preliminary analysis.

What is the same in every workshop:The methodology. What differs: The results, because each company brings different processes, different data situations, and different priorities.

Step 1: Arrival and Goal Setting — 30 minutes

We do not start with slides. We start with a question:What should be on the table at the end of this day for you to say it was worth it?

The answers are enlightening. Sometimes management wants a decision-making basis for the next budget discussion. IT wants to know whether AI threatens or complements their existing systems. The department head simply wants to know where to start with AI. All three in the same room is rare. And that is often the first value of the workshop: everyone hears simultaneously what the others really want.

Step 2: AI Basics Compact — 45 minutes

A brief review and building up one's own AI knowledge is the prerequisite for finding potential applications for AI in the company.

We explain the three types of AI that are actually relevant in the industrial environment — rule-based systems, machine learning, generative AI. We particularly focus on the topic of generative AI, becauseChatGPT, Claude & Co. have now become standard tools just like the calculator used to be. What is generative AI? What can it do? What can it not do?

What AI cannot do is just as important as what it can do. Starting a project with false expectations leads to an expensive non-result six months later.
Stefan Wöhrer - CEO of LEAN-CODERS

At the end of this block, everyone in the room has a common vocabulary. This may sound trivial, but it is often the first moment when management and IT mean the same thing when talking about AI.

Step 3: Processes Under Review — 60 minutes

This is the core of the workshop. And the part that most providers skip.

Each participant names two to three tasks that they repeat daily or weekly. Not hypothetically, but concretely from their daily work. These are evaluated together: Is the task rule-based and automatable? Does it run on data that can be analyzed? Does it require AI, or is classical automation sufficient?

The result isa structured process mapmapped to relevant categories: CRM, ERP, SCM, reporting, communication, production. This is followed by prioritization: a 2×2 matrix of effort and benefit. What lands in the top left - high benefit, low effort - are the quick wins. What lands in the bottom right is temporarily discarded.

What regularly happens in this block: processes that the company has considered unchangeable for years are suddenly recognized asautomatable. And processes that everyone suspected had AI potential turn out to be rule-based automation tasks, without AI, but immediately implementable.

Step 4: Technical Reality Check — 45 minutes

Gooduse casesare useless if the technical basis is missing. Therefore, we next look at what is actually available: What data is available in what quality? What systems are in use? What can be connected, what needs to be migrated?

Three questions structure this block:

• Make or Buy: When is a ready-made tool likeCopilotorMakesufficient, and when is individual development needed?
• Data Quality: Is there a usable data basis, or is building the data the actual first step?
• Security & Compliance: WhichAI services areGDPR-compliantand which data may these services process?

What often shows in this block: companies have more usable data than they thought in ERP systems, email histories, Excel spreadsheets. And the technical hurdle for the first use case is usually lower than feared.

What this looks like in practice is shown by our project with a US fintech company:Making financial data analyzable by AI at the push of a button..

Step 5: AI Strategy Consulting: Roadmap and Next Steps — 60 minutes

In the last working block, theresults of the previous hours are brought together.We present the three prioritized use cases, each with a benefit assessment, effort framework, and risk note.

Then we separatequick wins from strategic projects:

• Quick Wins: Measures that can be implemented in a few weeks and deliver immediate measurable effects.
• Strategic Projects: Initiatives with a duration of three to twelve months that require more preparation, budget, and resources.

For each use case, we define: Who is responsible internally? What is needed technically? Can the internal team implement it, or is an external partner needed? The roadmap is formulated to be stack-agnostic: it works regardless of whether the company implements it itself, involves another partner, or continues working with lean-coders.

Step 6: Conclusion and Handover — 20 minutes

At the end of the workshop, there is a clearsummary.We hand over a rough version of the AI potential analysis. The final, elaborated version follows within the next few days, in writing, as a Word or PDF document, or upon request in the context of a presentation.

Then a feedback round: What was valuable? What do the participants take away concretely? And who does what by when as the next step, whether with us or without.

There is also atwo-day format for companies, which want to consider multiple areas simultaneously and need a concrete pilot proposal as a result, or support in the introduction of AI processes. You can find the complete processhere.

Implementing AI in the company: What happens after the workshop

We summarize the information gathered in a clear presentation that we send to our clients. In a follow-up presentation (15-20 minutes), we present the results of the workshop, as well as concrete advice & next steps for the roadmap.

Hereour clients receive a clear roadmap, which initiatives now lead to quickly implementable, measurable added values. At the same time, there is another opportunity for questions.

In general, we can now also propose a concrete first pilot project, within which an initial AI automation can be implemented in the company.

AI Implementation: What LEAN-CODERS does differently than traditional consultants

The most important difference from traditional AI consulting: We do not just leave recommendations, we also implement.

LEAN-CODERS has been developing software and integration projects in industry and energy for over ten years. ERP connections,legacy integrations, API development, SCM systems, that is the core business. What emerges as a strategy in theAI workshop, can go directly into development. Either through our clients internally, through other partner companies, or directly through us.

That is also the reason why we consciously design the workshop this way: as an independent service withadded value and handover document at the end.Anyone who continues after the workshop without us should be able to do so without any problems. Those who continue with us do so because we deliver the highest quality.

What you will take away from the AI workshop

At the end of the AI workshop, you have:

• A writtenAI potential analysis: A structured document that records the initial situation in your company, processes, data situation, systems. Suitable as a decision-making basis for management, advisory board, or investors.
• Three prioritized use cases: Each with a benefit assessment, effort framework, and risk note. Sorted by quick wins and strategic projects.
• Roadmapwith responsibilities: Who does what by when, formulated so that it can be implemented internally, with your partner, or with us.
• Optionalcheck-in after two weeks: 30 minutes remote, at no extra charge, to clarify follow-up questions.

The result belongs to you. What you do with it, implement it yourself, implement it with your existing partner, or tackle it with us - that is your decision. No obligation for follow-up, no built-in next step.

Frequently Asked Questions about the AI Workshop with LEAN-CODERS

We haven't dealt with AI at all. Does the workshop still fit?

This is actually the ideal starting point. Those who have no preconceived opinions get the most honest results from the workshop. The preparation is limited to a short questionnaire, no prior knowledge required.

How many people should participate?

Ideally three to eight people: at least someone from management, one person with process or IT responsibility, and an employee from the operational area, sales, production, or logistics. A mix beats hierarchy. Those who were in the workshop can help shape it afterward.

What does the workshop cost?

The one-day workshop costs €2,500 net fixed price, on-site or remote. The two-day format costs €4,500 net. We clarify which format fits in the 30-minute initial conversation.

What if we want to continue without LEAN-CODERS afterward?

Then you continue without us. The roadmap is designed exactly for that, technology-agnostic, implementable internally or with another partner. There is no dependency created by the document. Many clients still choose to implement with us - but that is a decision after the workshop, not a prerequisite for it.

Do you want to know what an AI workshop brings for your company?

In the free 30-minute initial conversation, we clarify together whether the format fits your situation, without sales pressure, without obligation. Just fill out the form 👇👇👇, we will get back to you within 24 hours.