Two days out of the office. You and your team come back excited, motivated, ready to make changes. A full notebook of CE.
And then Monday happens. The phones ring, the schedule fills, and that notebook goes on a shelf.
We’ve all done this. This guide fixes the part in between: getting from “great notes” to “here’s what we’re doing this week,” in about 15 minutes. Four steps, each with a prompt you can copy into ChatGPT or Claude. The free versions work fine.
Quick AI reminder: no patient info goes in. Ever. If a patient came up in your notes, leave that page out or cross it out before you take the photo. Your notes on systems, scripts, scheduling and team stuff are what you want here. Want to practice first? Try these prompts on your supply order or your end-of-day report.
1Get your notes into AI
Notes in a notebook don’t get used. Notes AI can read can be sorted, shortened and turned into a plan in a minute. You don’t have to rewrite anything. Messy is fine. Snap a photo of each page, type in the highlights, or record yourself on the drive home and paste in the transcript. Then send this.
Sort your notes
These are my notes from a dental CE course on [COURSE TOPIC]. I work as [your role] at a dental office. Read through everything and give me a short list of the main ideas, in plain words, one line each. Skip anything that only applies to a specialty we don't do: [what your office does NOT do].
What good looks likeA clean list of 8 to 15 ideas you recognize from the course. If it missed something you loved, just tell it: "You left out the part about [IDEA]. Add it."
2Pick three things for this week
This is where most of us get stuck. Fifteen good ideas feels like a lot, so nothing gets started. Three is doable. Small and started beats big and someday.
Pick three
From that list, pick the three ideas my team could start THIS WEEK without buying anything new or changing our software. We're a team of [NUMBER] people: [roles, like 2 front desk, 3 hygienists, 2 assistants, 1 office manager]. For each one, tell me in one sentence why it's a good place to start.
What good looks likeThree ideas that feel small enough to actually try by Friday. If one feels too big, say "Swap number 2 for something smaller."
3Turn it into a Monday huddle plan
A plan nobody owns is just a nice idea. The huddle is where it becomes real: the team hears what you learned, what you’re trying, and who’s on it.
Build the huddle plan
Turn those three ideas into a 5-minute morning huddle plan I can read to my team on Monday. Use three short parts:
1. What we learned (2 or 3 sentences, plain words)
2. What we're going to try this week (the three things)
3. Who's responsible for each one: [TEAM MEMBER ROLE], [TEAM MEMBER ROLE], [TEAM MEMBER ROLE]
Keep it friendly and short enough to read out loud in under 5 minutes.
What good looks likeSomething you could read out loud as is, with every item matched to one person. If it sounds stiff, tell it "Make this sound like a coworker talking, not a memo."
4Check back on Friday
A quick check-in is what keeps it from sliding back onto the shelf. It also tells you what to keep and what to drop.
Friday wrap-up
Here's how our three CE ideas went this week: [what happened with each one]. Write me a short Friday huddle wrap-up: what worked, what we'll keep doing, and one thing to adjust next week. Keep it under 150 words.
What good looks likeA short wrap-up you can read Friday, and a clear "keep doing this" for at least one idea.
Your 5-day plan
- Monday. Read your huddle plan out loud at the morning huddle. 5 minutes.
- Tuesday. Each owner takes the first small step on their item. One quick check-in: "How's it going?"
- Wednesday. Pick the one that's working best and give it a little more attention.
- Thursday. Ask AI to turn the best one into a one-line reminder for the front desk or the break room.
- Friday. Run the step 4 prompt and read the wrap-up at huddle.
Don't just take notes. Actually start to use your notes.
More free guides: guides.lauranelsonspeaks.com · Instagram @brushuponai · Bootcamp waitlist: learn.lauranelsonspeaks.com/bootcamp
Take it with you
Get every prompt and the 5-day plan as a printable PDF. Tape it by the front desk computer.
It's yours! A copy is on its way to your inbox too.
Open your PDF 