Post by Kyle Coleman

Every company says they're "doing AI." And for most, that means people on their team have a Claude tab open. 8 months ago, my marketing org at ClickUp was in that category. People were using AI here and there, but it was spotty, uneven, and had zero structure behind it. 😤 I knew that wasn’t going to cut it. Today we have 230 catalogued AI workflows across 13 teams. 169 live in production. Our SEO team went from needing 75 content producers to 8. One person on our demand team went from running 1 webinar a month to 6. Here's the actual playbook we ran. All 5 phases. Phase 1: The Friday Mandate Every person, every week, submitted at least one AI use case in a public ClickUp Chat channel. I read every single submission and commented on each one. After 6 weeks: a 20x increase in AI usage. Phase 2: Super Agents Made Everyone a Builder ClickUp launched Super Agents internally and the equation shifted. Non-technical people could build complex, multi-step automations in plain language. We went from A-to-B task automation to A-to-Z workflow transformation. Phase 3: The Library (I Should Have Done This Sooner) I built a structured inventory inside ClickUp. Every workflow gets a task with custom fields: what job it does, measurable impact, owner, frequency, system, and maturity tier. This is the control panel for our entire AI operation. Phase 4: We Used AI to Grade Our Own AI I pointed ClickUp Brain at the full catalogue and asked it to evaluate us. Biggest finding: most teams had built in silos. Workflows stopped at team boundaries. That insight told me where the next wave of value lives: in the cross-functional stitching between teams. Phase 5: Roadmaps, Coaching Plans, and New DNA The assessment gave us a real AI roadmap (40 workflows currently in progress!), individualized coaching plans for every team member, and a hiring thesis: inject the team with AI-first builders who don't just build for themselves but teach everyone around them. No consultants. No transformation office. Just a weekly mandate, a homegrown system, and relentless focus on leverage. Full playbook with all the agent examples and team-by-team impact numbers in the PDF below 👇