When you hand work to an AI agent, that work should show up where all your other work lives: with an owner, a due date, and a person who approves it before it goes anywhere. The AI Work Register is the simple set of fields we use to do exactly that across All Aces and Next Leadership Development.
In the video, I walk through the tools that run my business and my nonprofit, and how every AI task gets an owner, a status, and a person who approves it. Watch on YouTube.
Why track AI work like real work
- You can see it. AI tasks sit on the same board as your team's human tasks, so nobody has to ask what the AI did this week.
- A person owns it. Every output has a named reviewer who approves it, revises it, or sends it back.
- It stays when people move on. The request, the sources, the output, and the changes live in one record, so the process doesn't live only in one person's head.
The register: 11 fields
| Field | What to record | Example (illustrative) |
|---|---|---|
| Request | What you asked for, and why | A weekly article on one AI-visibility gap |
| Requested by | The person, or the routine that runs on a schedule | Scheduled routine |
| Agent or routine | Which AI agent or tool did the work | CMO agent |
| Recurring schedule | How often it runs, if it repeats | Weekly |
| Sources used | The data and documents the agent drew from | Visby.ai insights; our knowledge base |
| Output link | Where the draft or result lives | Link to the draft |
| Reviewer / approver | The person responsible for the output | Communications lead |
| Status | Requested, Drafted, In review, Approved, or Sent back | In review |
| Due date | When a person needs to act on it | Friday |
| Revision notes | What the person changed or asked the agent to change | Add a local example in paragraph two |
| Date approved | When a person signed off | The approval date |
Get your copy of the AI Work Register (Google Sheet) →
The link makes a copy in your own Google Drive, with the Status dropdown, color-coded statuses, and a Start Here tab. Prefer another tool? Add the same fields to the spreadsheet, Airtable, Teable, or project app your team already uses.
How to start this week
- Make your copy and rename it for your team. You don't need new software.
- Log every AI task for two weeks, including the quick ones people do in a chat window.
- Review it once a week. Look at what the AI did, what a person changed, and which repeat tasks should become a routine.
Two weeks in, you'll know where AI is actually saving your team time, where it needs a closer eye, and who is carrying the review work.
Want this built into your team's workflow?
Start with a Tech & Workflow Analysis. Pick one area of your work, and we'll map how it really runs, where it gets stuck, and a simpler route, starting with the tools you already have. The map is yours to keep.
As always, sending lots of love, hope, and intentional action.
Dr. Atyia Martin