Free from EntityEngine
The AI Team Playbook
How to build AI skills for teams and boards.
The AI Team Playbook is designed for CEOs, executive directors and the boards they report to.
It gives you 28 free skills for Grok Bot and Claude, plus a 14-page guide. Hand AI the work your team repeats, decide what it may see and decide, keep a short record of each decision, and give your board a one-page AI report and the questions to ask.
Send Me All 28 SkillsFree. For Grok Bot and Claude. Instant download.Your Team Started Using AI One Person at a Time, and Now Nobody Can Say What It’s Allowed to Decide…
This Time, AI Works Like Part of the Team.
From: Michael Barrick
Dear leader,
AI probably didn’t arrive at your organization with a plan.
Somebody started using it for meeting notes, somebody else for customer emails or grant drafts, and each of them kept their best tricks in their own chat history. That works while it’s helping one person. Once AI does real work for the organization, three simple questions stop having answers: what is it allowed to do, who checked it, and who decided?
And sooner or later a director asks one of those questions at a board meeting, and you want a better answer than a shrug.
It doesn’t have to work that way.
I’ve worked with boards for more than a decade. I founded Board Director, a board portal company, and then EntityEngine, a company I founded so an organization’s meetings, decisions, documents and people live in one place. Building the AI assistant inside EntityEngine meant answering those same questions.
These 28 skills put the answers to work for you, in Grok Bot or in Claude: a job description for each AI helper, a written line on what it may decide, a short record of each decision, and a board that sees one clear page a quarter.
Don’t use Grok Bot or Claude? You don’t need them. The rules in this playbook are already built into EntityEngine. Or work in parallel: run the skills in Grok Bot or Claude, and keep the decisions in EntityEngine.
What’s in The AI Team Playbook, and How the Skills Work
28 standalone skills, each a small file you add once to a Grok Bot or to Claude. Each one teaches your AI tool to do one job the same careful way each time, like writing an AI use policy, checking AI-drafted minutes or preparing the quarterly AI report for your board.
The team skills follow the four habits in the playbook’s 14-page guide: hire it, authorize it, record it and oversee it. The board skills cover overseeing AI and using it safely on board papers. Use them in order for a full setup, or pull one skill tonight for the policy your board asked for.
Each skill asks for your facts first, keeps a person in charge of anything that goes out, spends money or changes a record, marks any missing fact as [needs data], gives each action an owner and a date, and checks its own work before you see it. The Plan Your AI Route skill picks the right ones for you.
Get all 28 skillsFor Grok Bot and for Claude, plus a one-page cheat sheet and the 14-page guide (PDF). Free.
What You Can Expect
From The AI Team Playbook
The team skills follow the order AI really gets brought onto a team: pick the work, give it a job and limits, keep the record, then widen its trust slowly. The board skills give directors the report, the questions and the rules they need. Each skill also works on its own.
The workflow
Start
Not Sure Where to Begin? Start Here
One skill asks whether you’re a team or a board, what’s due and which AI tool you use, then picks the right skills, runs them in order and checks each step before moving on.
0Plan Your AI Route
Skill file: 00-plan-your-ai-route
Use when
Before a board meeting, a policy deadline or a rollout, when you don’t know where to start
Output
Where you stand, the right skills in order, and each step checked before the next
Skill 00 · Start
If you’ve ever thought…
“Our board meets in three weeks and wants to know how we’re using AI.”
Send Me All 28 SkillsFor the team · 6 skills
Give AI a Real Job, Starting With the Work You Repeat
Find the work your team does over and over, pick the first three jobs, write a job description for each AI helper, and keep one handbook and one set of records that people and AI both use.
1.1Make the AI Work List
Skill file: 01-make-the-ai-work-list
Use when
When people have ideas for AI but nobody knows which work to hand over first
Output
A ranked list of the work your team repeats, with the tasks that should stay with a person marked
Skill 01 · Hire it
If you’ve ever thought…
“We all use AI a bit, but on what, exactly?”
Send Me All 28 Skills1.2Pick the First Three Jobs
Skill file: 02-pick-the-first-three-jobs
Use when
When the list is long and you need to start small
Output
The three jobs to hand to AI first, and the ones that stay with a person, with the reason for each
1.3Write an AI Job Description
Skill file: 03-write-an-ai-job-description
Use when
Before an AI helper does real work for the team
Output
A half-page job description: what it does, what it never does, when it stops and asks, and who owns it
Skill 03 · Hire it
If you’ve ever thought…
“Nobody can say what our AI is supposed to do.”
Send Me All 28 Skills1.4Write the Handbook Page
Skill file: 04-write-the-handbook-page
Use when
When each person keeps their own version of the instructions
Output
One shared “how we do this” page, with one owner and a date, that people and AI both read
Skill 04 · Hire it
If you’ve ever thought…
“Five people, five different prompts, five different answers.”
Send Me All 28 Skills1.5Map Where the Truth Lives
Skill file: 05-map-where-the-truth-lives
Use when
When AI keeps quoting an old price list or last year’s policy
Output
Where each fact comes from, who keeps it current, and where never to take it from
Skill 05 · Hire it
If you’ve ever thought…
“It quoted last year’s numbers again.”
Send Me All 28 Skills1.6Turn a Handbook Page Into a Skill
Skill file: 06-turn-a-handbook-page-into-a-skill
Use when
When a handbook page works and you want the whole team using it
Output
Your team’s own skill file, ready to add to a Grok Bot or Claude
Skill 06 · Hire it
If you’ve ever thought…
“Can we make our own skill for this?”
Send Me All 28 SkillsFor the team · 5 skills
Decide What AI May See, Touch and Decide
Run the access check, question a vendor before you connect a tool, write your AI delegation of authority and stop-and-ask rules, and turn it all into a one-page staff policy.
2.1Run the Access Check
Skill file: 07-run-the-access-check
Use when
Before you connect an AI tool to your files, email or systems
Output
Five access questions answered: whose permissions, what it can change, what needs a yes, a limit, and what stays out
Skill 07 · Authorize it
If you’ve ever thought…
“Twelve people share one login. Is that a problem?”
Send Me All 28 Skills2.2Review an AI Tool Before You Connect It
Skill file: 08-review-an-ai-tool-before-you-connect-it
Use when
Before you sign up for, or keep paying for, an AI tool
Output
Plain questions for the vendor about your data, training, access and deletion, and a recommendation for a person to decide
Skill 08 · Authorize it
If you’ve ever thought…
“Does this tool train on our data?”
Send Me All 28 Skills2.3Write the AI Delegation of Authority
Skill file: 09-write-the-ai-delegation-of-authority
Use when
When nobody knows what AI may decide on its own
Output
A four-column table: AI drafts, AI does after a yes, a person decides, the board decides
Skill 09 · Authorize it
If you’ve ever thought…
“Who said the AI could approve that?”
Send Me All 28 Skills2.4Set the Stop-and-Ask Rules
Skill file: 10-set-the-stop-and-ask-rules
Use when
When a helper should hand a decision back to a person
Output
The moments each helper must stop and ask: no written rule, an outside audience, money or promises, confidential information
Skill 10 · Authorize it
If you’ve ever thought…
“It sent that without asking anyone.”
Send Me All 28 Skills2.5Write Your AI Use Policy
Skill file: 11-write-your-ai-use-policy
Use when
When staff are using AI with no rules, or the board has asked for a policy
Output
A one-page staff policy: approved tools, allowed uses, what never goes into AI, and how to report a mistake
Skill 11 · Authorize it
If you’ve ever thought…
“We need an AI policy before the next board meeting.”
Send Me All 28 SkillsFor the team · 4 skills
Keep the Decision, Not the Chat
Write a short record of each decision AI helped with, ask for proof that the work is done, check drafts before anyone outside sees them, and log mistakes so the rules get better.
3.1Write the Decision Record
Skill file: 12-write-the-decision-record
Use when
When AI helped with a decision and someone will ask about it later
Output
A short record: the decision, why, who decided, what it was based on, and the drafts that were turned down
3.2Define Proof of Done
Skill file: 13-define-proof-of-done
Use when
When AI says “done” and you aren’t sure it is
Output
What counts as proof for each job, and a weekly spot-check list
Skill 13 · Record it
If you’ve ever thought…
“It said the reminders went out. Did they?”
Send Me All 28 Skills3.3Check AI Work Before It Goes Out
Skill file: 14-check-ai-work-before-it-goes-out
Use when
Before an AI draft reaches a customer, a donor, a family or the press
Output
A second look at the draft: facts against sources, tone, promises and anything confidential
Skill 14 · Record it
If you’ve ever thought…
“That email went out with the wrong price.”
Send Me All 28 Skills3.4Log an AI Mistake
Skill file: 15-log-an-ai-mistake
Use when
Right after something AI drafted went wrong
Output
What happened, who it reached, what was fixed, who was told, and the rule that changed
Skill 15 · Record it
If you’ve ever thought…
“How do we make sure that doesn’t happen again?”
Send Me All 28 SkillsFor the team · 4 skills
Widen Trust Slowly and Bring the Team Along
Review the records each month, set trust levels task by task, plan a 30-day rollout with owners and dates, and explain the rules so people can repeat them.
4.1Run the Monthly AI Review
Skill file: 16-run-the-monthly-ai-review
Use when
Once a month, once records are coming in
Output
What the records show: rules to write, tasks to move up a level, tasks to move down
Skill 16 · Oversee and roll out
If you’ve ever thought…
“Is the AI getting better, or are we just getting used to it?”
Send Me All 28 Skills4.2Set Trust Levels by Task
Skill file: 17-set-trust-levels-by-task
Use when
When someone wants to give AI more freedom
Output
Each task’s level (suggest, do after a yes, do then tell, do and keep the record) and the evidence to move it
Skill 17 · Oversee and roll out
If you’ve ever thought…
“Can we let it send these on its own now?”
Send Me All 28 Skills4.3Plan the 30-Day Rollout
Skill file: 18-plan-the-30-day-rollout
Use when
When you want AI working for the team within a month
Output
A four-week plan with an owner and a date for each step
Skill 18 · Oversee and roll out
If you’ve ever thought…
“We keep talking about AI and never start.”
Send Me All 28 Skills4.4Explain the AI Rules to Your Team
Skill file: 19-explain-the-ai-rules-to-your-team
Use when
When the rules are set and people need to know them
Output
A staff message, an FAQ and a one-page welcome for new people
Skill 19 · Oversee and roll out
If you’ve ever thought…
“Half the team doesn’t know we have AI rules.”
Send Me All 28 SkillsFor the board · 5 skills
Give the Board Real Oversight of AI
A one-page quarterly AI report from management, the questions directors should ask, an AI risk review the board can read, the board item to adopt the policy, and a 30-minute briefing.
5.1Write the Quarterly AI Report to the Board
Skill file: 20-write-the-quarterly-ai-report-to-the-board
Use when
Before a board meeting, written by management
Output
One page: the jobs AI does, what it may decide, what went wrong and what changed, what’s next, and who’s accountable
Skill 20 · Board: oversee AI
If you’ve ever thought…
“The board asked how we’re using AI. What do I put in the packet?”
Send Me All 28 Skills5.2Ask the Board AI Oversight Questions
Skill file: 21-ask-the-board-ai-oversight-questions
Use when
When you’re a director and AI is on the agenda
Output
Questions that oversee without managing, with a nonprofit version
Skill 21 · Board: oversee AI
If you’ve ever thought…
“What should I ask about AI without running it myself?”
Send Me All 28 Skills5.3Review AI Risks With the Board
Skill file: 22-review-ai-risks-with-the-board
Use when
When the board wants to understand the AI risks
Output
An AI risk list the board can read, built on the NIST AI Risk Management Framework, with an owner for each risk
Skill 22 · Board: oversee AI
If you’ve ever thought…
“What could go wrong with our AI, and who’s watching it?”
Send Me All 28 Skills5.4Prepare the Board AI Discussion
Skill file: 23-prepare-the-board-ai-discussion
Use when
When the board will adopt the AI policy and delegation
Output
The agenda item, the papers and a draft motion for counsel to review
Skill 23 · Board: oversee AI
If you’ve ever thought…
“We need the board to approve our AI policy.”
Send Me All 28 Skills5.5Brief the Board on AI
Skill file: 24-brief-the-board-on-ai
Use when
When directors need a shared starting point on AI
Output
A 30-minute session: what AI does here, the rules, and the questions to ask
Skill 24 · Board: oversee AI
If you’ve ever thought…
“Half our directors have never used AI.”
Send Me All 28 SkillsFor the board · 3 skills
Use AI Safely in the Boardroom Yourselves
Set the board’s own AI rules, check an AI summary of the board papers against the papers, and check AI-drafted minutes against the recorded votes before anyone approves them.
6.1Set the Board’s Own AI Rules
Skill file: 25-set-the-boards-own-ai-rules
Use when
When directors use AI on board papers
Output
What directors may put into AI, which accounts, executive session, and records
Skill 25 · Board: use AI safely
If you’ve ever thought…
“A director pasted the board packet into a free chatbot.”
Send Me All 28 Skills6.2Check an AI Summary Against the Packet
Skill file: 26-check-an-ai-summary-against-the-packet
Use when
Before anyone relies on an AI summary of the board papers
Output
Each line traced to a page, unsupported lines flagged, and what the summary missed
Skill 26 · Board: use AI safely
If you’ve ever thought…
“The AI summary says there are no major risks. Is that right?”
Send Me All 28 Skills6.3Check AI-Drafted Minutes Before Approval
Skill file: 27-check-ai-drafted-minutes-before-approval
Use when
When minutes were drafted by AI or a notetaker
Output
The draft checked against the agenda, attendance and the recorded votes, with corrections for the secretary
Skill 27 · Board: use AI safely
If you’ve ever thought…
“The notetaker says it passed unanimously. Did it?”
Send Me All 28 SkillsWhich AI Skill Fits Your Question?
Match the question you’re asking right now to the skill built for it. Each row is colored by the stage it belongs to.
Set Up the Skills in 5 Minutes
In Grok Bot
- Download the Grok Bot version. One .md file per skill, plus the cheat sheet.
- Give each job its own Bot. Open the Bot’s Skills, choose +, then Add Custom Skill, and paste the skill’s text (or choose Import Existing Skill). Start with 00-plan-your-ai-route.
- Share the Bot with your team. Check its plugins, secrets, skills and files first, since they work in each teammate’s chat.
In Claude
- Download the Claude version. One zip per skill, plus the cheat sheet.
- Turn on code execution. In Claude, open Settings → Capabilities and switch on code execution and file creation. On Team and Enterprise plans, your admin controls this.
- Upload a skill. Go to Customize → Skills, click +, then Create skill → Upload a skill. Start with 00-plan-your-ai-route.
The Quality Bar Each Skill Meets
Each skill pushes your AI tool toward work that holds up when your team, your auditor or your board looks at it, not generic AI filler.
Questions Leaders and Directors Ask About The AI Team Playbook
What does this pack help me do?
It helps your team give AI real work with clear limits, and helps your board oversee it. The team skills cover which work to hand over, a job description for each AI helper, what it may see and decide, a short record of each decision, proof that the work is done, and a 30-day rollout. The board skills cover the quarterly AI report, the questions to ask, the risk review, adopting the policy, and using AI safely on board papers.
Does it work in Grok Bot and Claude?
Yes. Each skill is one plain file that both tools read. The Grok Bot version has one file per skill: in the Bot for that job, open Skills, choose Add Custom Skill and paste it. The Claude version has one zip per skill to upload.
Is it for the team or for the board?
Both. Skills 01 to 19 are for the people running AI day to day, and skills 20 to 27 are for directors and for management reporting to the board. Skill 00 sends you to the right ones.
Do I have to use all 28 skills?
No. Each skill stands on its own. Run them in order for a full setup, or pull one when you just need a policy, a board report or a check on some AI-drafted minutes.
Does it work for nonprofits?
Yes. One of the two worked examples is a nonprofit with a volunteer board, and the skills say executive director alongside CEO, and donors, funders and the people you serve where it matters.
Is it safe to use with our real documents?
Use them in an AI tool your organization has approved. Each skill reminds you of that, and the policy and access skills help you decide which tool that is.
Is this legal advice?
No. This isn’t legal advice. It’s general education, so have counsel review your AI policy and any board motion before you adopt them.
What do I get when I sign up?
The 28 skills for Grok Bot and for Claude, a one-page cheat sheet, and the 14-page playbook guide (PDF). They’re on the download page as soon as you sign up.
Set the Rules With AI, Then Keep the Record in EntityEngine
Rules work when the decisions behind them live somewhere your team and your board look day to day. Keep the meetings, the decisions and the people in one place.
How they fit together
What EntityEngine does for you today
Give AI a Real Job, and Keep a Person in Charge
Your team doesn’t need more AI tools. It needs a job for each one, a written line on what it may decide, and a record the board can read.
EntityEngine and Board Director are companies Michael Barrick founded. Grok and Grok Bot are products of xAI and Claude is a product of Anthropic; The AI Team Playbook is not made or endorsed by either. General education, not legal, privacy or employment advice. The presenter in this video is an AI version of Michael Barrick.