Insights from a New Business of the Year finalist helping 35 organizations put AI to work this year
I’m not your traditional AI teacher. I don’t have a computer science degree, I don’t code, and I only started using AI when ChatGPT launched three years ago. But I know three things very well: processes, behaviour science, and strategy.
This article is about how behaviour science can help you get more from AI at work. BJ Fogg’s Behavior Model says a behaviour happens when three things come together: motivation, ability, and a prompt. If you’re a leader, here’s how to line up those three elements so you and your team actually use AI—consistently, safely, and effectively.
1. Motivation (you want to use AI)
A big reason people don’t use AI is fear: fear of getting in trouble, of being judged, of doing it “wrong,” or of losing their job.
You want the opposite. You want people to feel safe and courageous using AI.Make it clear they won’t be punished for trying AI, in fact, they’ll be rewarded for it. Recognize AI wins in team meetings. Build simple incentives around using AI frequently and effectively.
Back this up with guardrails. Create a short, plain-language AI Acceptable Use policy that explains what data can and can’t be shared, which tools are approved, and when human review is required (almost always).
And don’t position AI as a cost saver (even though it will be). Instead, position AI as a way to cut busywork so people have more time for meaningful work and breathing room in their day.
2. Ability (you’re capable of using AI)
Ability is where most organizations stumble. They assume “AI is easy,” so they skip real training.
Your job is to make AI feel effortless—showing people what to use it for, when and where to use it, how to use it safely, and why it matters (you can bring in an expert if you don’t have it in-house).
Start with tiny, practical wins. Most employees don’t need to build agents on day one. They need to see AI help them draft emails, summarize meetings, simplify documents, or pull key points from long policies. One “wow” moment makes them look for the next one.
Make this easier with templates, examples, and simple workflows. Build prompt libraries for common tasks or create a few custom GPTs or Copilot prompts so people never start from a blank page.
Then let them practise. Ability grows with repetition. Give people space to experiment, share what worked, and fix “bad prompts” together. Once the skill becomes muscle memory, it pays off every day.
3. Prompt (you’re reminded to use AI at the right time)
Prompts (or nudges) are often the missing piece. People don’t use AI because they forget and default to old habits. Even if they’re motivated and capable, no prompt = no behaviour. So build prompts into the workflow:
- Add a line in every meeting agenda: “How can AI help with this activity?”
- Add a reminder in project templates: “Draft using AI first.”
- In your task management tool, add checklist steps like: “Review draft with AI.”
- Set your browser homepage to your favourite AI tool.
When motivation, ability, and prompts fall into place, your organization’s A.I.Q. (artificial intelligence quotient) climbs quickly.
Take our A.I.Q. Quiz and get a personalized roadmap to jumpstart your AI journey today!
Robert Newcombe is an industrial engineer and founder of AI-First Consulting, a Halifax-based firm that helps organizations strategize and integrate AI into everyday workflows. Connect with him on LinkedIn.
