AI masterclass: Meeting moderation with AI - structuring the schedule and key questions for a workshop

1️⃣ Getting started: The real problem

You are planning a workshop.

For example, to develop a new marketing campaign.

All the important people are invited:

• Marketing
• Sales
• product
• Management

The calendar block is set: 3 hours workshop.

But then the typical problem begins:

• The workshop has no clear structure
• Discussions get out of hand
• Ideas remain superficial
• There are no clear resultsat the end

The result:

A workshop that costs a lot of time - but delivers little substance.

This is exactly where AI can be used as a workshop co-moderator.

2️⃣ Why the problem remains

Many teams try to structure workshops in this way:

• A few bullet points in the agenda
• A rough schedule
• spontaneous discussion

This leads to three classic problems:

1. lack of guiding questions
Without good questions, discussion remains superficial.

2. poor time structure
Too much time for small talk
Too little time for decisions.

3. no structured brainstorming
Ideas are collected but not systematically developed.

This is where AI systems such as ChatGPT or Google Gemini can help enormously.
They can:

• create complete workshop agendas
• Develop moderation guidelines
• Generate brainstorming questions
• deliver creative campaign ideas

And all this in just a few minutes.

3️⃣ The concrete solution: the AI workshop design framework

A simple approach consists of three steps.

Step 1: Define the workshop goal

Example:

"We want to develop a new marketing campaign for our product."

Then specify:

• Target group
• Time period
• Result format

Example:

"We would like to develop a campaign idea for LinkedIn and newsletters in the workshop."

Step 2: Have AI create the workshop structure

Here we can useChatGPT or Google Gemini.

Example prompt:

You are an experienced workshop moderator.  Create a 
structured agenda for a 3-hour workshop. 
 Goal: 
Develop a marketing campaign for a B2B SaaS product. 
 Participants: 
Marketing team, sales, product management. 

 The workshop should include: 
- Schedule 
- Moderation guiding questions 
- Brainstorming sessions 
- Prioritization 
- Concrete definition of results

Both systems typically provide

• a clear schedule
• moderation questions
• Workshop phases
• Interaction methods

Step 3: Generate brainstorming questions

Now we let the AI open up idea spaces.

Prompt:
Create 20 brainstorming questions for a workshop on 
developing a marketing campaign for a B2B product . 

The questions should: 
-  encourage creative ideas 
 - open up unusual perspectives 
 - focus on target group and benefits

This makes the workshop much more dynamic and productive.

4️⃣ Practical example: Marketing campaign workshop

A medium-sized software company is planning a new campaign.

Goal:
More leads via LinkedIn.

The marketing manager uses ChatGPT and Google Gemini to prepare the workshop.

How to use ChatGPT

Step 1: Create a workshop agenda

Prompt:

You are an experienced marketing workshop facilitator.
Create a structured agenda for a 3-hour workshop to develop a
workshop to develop a LinkedIn marketing campaign
for a B2B SaaS product. 
The agenda should include 
- exact time blocks 
- moderation questions 
- Brainstorming sessions 
- decision phase 
- concrete results

ChatGPT typically delivers:

Example structure:

0:00 - 0:15
Goal definition

0:15 - 0:45
Problem analysis

0:45 - 1:30
Ideas workshop

1:30 - 2:15
Campaignconcept

2:15 - 2:45
Prioritization

2:45 - 3:00
Next Steps

Step 2: Develop moderation questions

Prompt:

Create moderation questions for a workshop on 
developing a LinkedIn marketing campaign. 
Structure the questions into: 
- Target group 
- Problem of the target group 
- Core message 
- Campaign idea 
- Content formats

Use of Google Gemini

Google Gemini is particularly suitable for structured collections of ideas.

Example prompt

I am moderating a workshop to develop a 
marketing campaign for a B2B SaaS product. 
Create: 
1. a workshop schedule (3 hours) 
2. guiding questions for the moderation 
3. brainstorming questions 
4. methods for collecting ideas

Gemini often provides

• more structured tables
• Additional methods
• Moderation techniques

For example:

• Crazy 8 Brainstorming
• reverse thinking
• Customer journey mapping

This gives the workshop additional dynamism.

Brainstorming block (example)

Now comes the most important part of the workshop.

The idea phase.

Here is an example of a structured brainstorming block.

Brainstorming: Developing a marketing campaign

Duration: 45 minutes

Phase 1 - Understanding the target group

Key questions:

• What problem does our target group really have?
• What would they immediately release budget for?
• What is currently frustrating them about existing solutions?

Phase 2 - Core message

Questions:

• Which statement would immediately attract attention?
• What provocative thesis could we put forward?
• What false assumptions are there in our industry?

Phase 3 - Campaign ideas

Examples of brainstorming questions:

• What campaign would our competitors never launch?
• What story could we tell about our customers?
• What surprising statistic could we use?
• What provocative question could we ask?

Phase 4 - Content ideas

Examples:

• LinkedIn mini-series
• Expert interviews
• industry report
• interactive survey
• Provocative thesis posts

Phase 5 - Campaign format

Questions:

• Which campaign could go viral?
• Which idea would trigger discussion?
• How can we subtly integrate our product?

Example result of the brainstorming session

Before:
Unclear marketing idea.

After:
Campaign concept:

"The 7 biggest myths about AI in SMEs"

Content formats:

• LinkedIn series
• Whitepaper
• webinar
• Case Study

Lead magnet:
Download the report.

5️⃣ Steps that can be implemented immediately

If you want to use AI for workshop moderation:

1️⃣ Define a clear workshop goal.

2️⃣ Let ChatGPT create a workshop agenda.

3️⃣ Generate moderation questions with AI.

4️⃣ Create a brainstorming block with guiding questions.

5️⃣ Also use AI during the workshop for spontaneous ideas.

6️⃣ Let AI structure the results after the workshop.

6️⃣ Strategic classification

Workshops are a central component of:

• Strategy development
• innovation
• marketing
• product development

But many companies use workshops inefficiently.

AI is fundamentally changing this:

• Workshops are becoming more structured
• Idea spaces become larger
• Moderation becomes easier
• Results become more concrete

Companies that integrate AI into their innovation processes can develop new ideas much faster.

And this is precisely where a real competitive advantage lies.

🚀 Next step

If you not only want to understand AI, but also use it in a structured way in your company, then:

👉 Find out more about our AI training course:
https://bloo.school

👉 Find out about our Smart Market Fit offers:
https://bloola.com/smf - The Smart Market Fit course
https://bloola.com/smf-system - The Smart Market Fit System for companies

👉 Or find out more about our consulting and automation solutions:
https://bloola.com