AI Playbook cover page with purple gradient and AI graphics

AI Playbook for HK Sydjylland

HK Sydjylland (studieindsatsen) is a local branch of HK - a union that supports members within office, retail, and IT. The department had started experimenting with AI but needed structure and clarity: When does it make sense to use AI? How can they avoid GDPR issues? How do they keep empathy and human oversight at the center? This project aimed to create a practical AI Playbook that answers these questions and helps staff use AI as a supportive tool - not a replacement for human judgment.

AI Playbook table of contents showing structured chapters and guidelines

The Challenge

How can HK Sydjylland’s communication & course department use generative AI in a responsible, transparent, and effective way - saving time on admin tasks while creating more value for members?

My Role

  • AI Manager
  • Researcher
  • Designer
  • Process Planner

    • The Process

    I structured the entire project using Design Thinking, ensuring a human-centered outcome.

    Empathize

    I started by carefully reviewing HK’s presentation and any available documentation to understand their pain points. I mapped out their key challenges: lack of clarity about AI use, fear of GDPR violations, and the need for human oversight. I also considered their target audience - staff members who are not necessarily AI experts - to ensure the playbook would be approachable and useful.

    AI Playbook brainstorming session notes with use cases and ethical principles

    Ideate

    I brainstormed possible chapters, use cases, and ethical principles. I developed user scenarios - such as booking meetings, creating SoMe content, or planning a course - to illustrate how AI could be applied in daily workflows. I also explored potential risks, including bias, hallucinations, and over-reliance on AI, and noted how to mitigate them.

    AI Playbook user scenarios showing daily workflow applications AI risk mitigation strategies including bias awareness and GDPR compliance

    Test

    I shared early drafts with peers and instructors to get feedback. Each round of feedback helped me refine the wording, simplify the explanations, and ensure the playbook was actionable for non-technical users. The final version was clean, structured, and ready for HK staff to use as a reference in real situations.

    Decorative flower symbol for scroll navigation
    AI Playbook problem definition focusing on efficiency, ethics, and transparency

    Define

    Based on my research, I clarified the problem: HK didn’t need a theoretical “AI 101” - they needed a practical, action-oriented guide that would tell them exactly when, where, and how to use AI responsibly. I created a problem statement that focused on efficiency, ethics, and transparency, so every decision stayed aligned with these priorities. AI Playbook problem statement diagram with key priorities highlighted

    Prototype

    I began building the playbook step by step, structuring it into clear chapters with checklists, tool recommendations, and best practices. I used AI (ChatGPT) to generate first drafts for sections like ethical guidelines and prompt examples, then rewrote everything to match HK’s tone and ensure clarity. I also designed the layout in a way that was visually simple and easy to navigate.

    AI Playbook chapter structure with checklists and tool recommendations AI Playbook layout design showing visual navigation and readability

    Key Deliverables

  • AI Playbook 35+ pages
  • AI Manager Manifest
  • Iterationslog

    • Outcome

    HK now has a clear, practical, and visually engaging guide to using AI safely. The playbook helps staff save time on administrative tasks and communication, allowing them to focus more on members.Transparency is built-in - members are informed whenever AI is used - and the project provides a solid foundation for future staff training and the development of an internal prompt library.

    AI Playbook page showing ethical guidelines and best practices AI Playbook workflow examples for booking meetings and creating content AI Playbook prompt library with examples for HK staff use cases

    Reflection

    This project taught me how to work iteratively with AI and refine prompt quality with each step. I learned to balance efficiency with responsibility, always keeping HITL, GDPR, and bias awareness at the center. Applying Design Thinking allowed me to turn a complex challenge into a practical solution that HK could actually use. Overall, this project strengthened my ability to combine AI strategy, design, and communication - a skill set I’m excited to continue developing for future clients and teams.

    View Project

    View AI Playbook
    AI Playbook for HK Sydjylland final design displayed on laptop mockup