How can AI be used to automate time-consuming tasks in workshops and lighten the load on facilitators? In this article, we’ll use the Situation R tool to demonstrate how artificial intelligence can be effectively integrated into the facilitation and structuring of workshops.
Artificial Intelligence as a Solution for Complex Workshop Processes
Successful workshops depend on pace, precision, and clarity—especially when sound decisions need to be made within a few hours. This is exactly where Situation R comes into play: a web-based, AI-powered decision-workshop software from FAS Research that has been further developed and optimized from the ground up in close partnership with dmcgroup.
The software makes it possible to efficiently conduct strategy and decision-making workshops and, within just a few hours, work with groups to develop complex situational analyses that include recommendations for action.
At the heart of Situation R is a smart combination of intuitive smartphone-based voting, clear visualization of results, and artificial intelligence to support the facilitator with content.
The Challenge in the Workshop
In a typical Situation R workshop with 10–20 participants, group work generates numerous proposals on the topic, which often overlap in content or are very similar. Before these proposals can be put to a vote, they must:
consolidated by topic,
put succinctly,
clearly distinct from one another
be given a descriptive title.
It is the facilitators’ job to distill this content—and to do so right in the middle of an ongoing workshop. The cognitive and time-related effort involved is enormous—especially when dealing with a large volume of handwritten, verbal, or digital input.
AI Integration for Text Formatting: Structure and Style at the Click of a Button
An often underestimated advantage of generative AI is its ability to efficiently and intelligently revise even large amounts of text. In Situation R, we make targeted use of this capability:
- to consolidate proposals
to improve the organizational structure of the texts
to ensure stylistic consistency (e.g., tone, brevity, clarity),
for coming up with catchy titles or headlines.
Especially when dealing with complex topics where there are many different opinions, AI helps produce a consistent, clear, and easy-to-read result— without losing the individuality of the contributions.
This turns AI into a productive, real-time sparring partner that supports structure, style, and efficiency in equal measure.
Our Solution: AI Integration in Situation R
To lighten the load on the facilitator, we have integrated AI features based on ChatGPT into Situation R. These features make it possible to process participants’ inputs in real time.
Examples of custom prompts that produce the desired results:
“Use this to develop specific actions.”
“List similar measures one after another (do not combine them yet).”
“Create an appropriate title for each action.”
“Use the participants’ original language and expressions.”
Similar proposals are then consolidated to reduce the number of items on the ballot—without distorting the content.
Practical Application: Employer Branding Workshop with the DRV
As part of a workshop with the German Pension Insurance Fund of Baden-Württemberg to develop a new employer brand, I was able to successfully test the AI integration in Situation R myself.
In this case, I had the opportunity to co-facilitate the workshop. After an intensive small-group session to gather recommendations for action, I used AI integration to:
To organize and summarize the numerous group contributions,
to convert the proposals into a uniform format (title + description),
and to create a consolidated reconciliation list.
Result: The participants were able to get started with the evaluation process without any significant delay —and I saved time and avoided stress during the workshop.
Benefits of AI Integration for Moderators
The integration of artificial intelligence into Situation R offers clear advantages in a workshop setting:
- Focus on Facilitation Rather Than Data Preparation
- Significant time savings
- Consistent, easy-to-understand result formats
- A smooth process, even with complex topics
Learn
more
dmcgroup supports you with customized AI integration for your applications. Learn more about our AI expertise:
Conclusion: AI integration makes workshops more efficient
Situation R demonstrates how artificial intelligence can be meaningfully integrated into existing workshop processes —without taking over. This reduces the burden on the facilitator, and participants benefit from a smooth workflow and better results.
For agencies, companies, or public institutions looking to make their decision-making processes more structured, inclusive, and efficient, Situation R offers a real solution.
Discover AI Integration
dmcgroup develops customized applications based on generative AI—from smart tools for workshops to complex automation solutions. We guide you every step of the way, from concept to implementation.
Custom AI Integration: Questions & Answers
Here you’ll find answers to the most important questions on this topic. If you have any specific questions, we’re of course happy to assist you directly!
What is meant by "custom AI integration"?
Custom AI integrations are individually developed solutions tailored to a company’s specific business processes, data structures, and objectives—ranging from intelligent assistants to automated analytics tools.
What advantages do generative AI models offer in software products?
Generative AI can create, structure, or summarize content—such as text, ideas, or user responses. This opens up new possibilities for productivity, personalization, and user guidance in digital products.
For which use cases is AI particularly well-suited?
AI integrations are particularly well-suited for recurring tasks, structured decision-making processes, text or data processing, content generation, and interactive systems (e.g., chatbots, virtual assistants, recommendation systems).
How can AI help automate workflows?
AI can be used to automate manual, time-consuming processes such as data entry, text editing, or pre-qualification—often faster and with greater consistency than processes carried out solely by humans.
Can generative AI reliably process complex content as well?
Yes—modern generative AI can not only generate text, but also organize, summarize, and rephrase large amounts of information, or present it in a way that is easy for different audiences to understand.
How does an AI project work at dmcgroup?
We start with an inception workshop to analyze your needs, then use that as a basis to develop initial prototypes of possible solutions, and implement your customized AI integration in an agile and user-centered manner—in close collaboration with your team.
More articles
Learn more about us and our innovative solutions.
Digital Product Development: 5 Common Mistakes and How to Avoid Them
Branding in the Age of Agent-Based Commerce
AI Analysis During the Prelaunch Phase
