The best way to get value out of AI is to scale at the team level, but while 85% of workers use AI, only 29% have embedded it into team workflows. The Atlassian Learning Team is in that 29%, and the lessons they’ve learned are a model for teams of all types. They shared three ways teams can start becoming AI native today.

The Atlassian Learning Team helps Atlassian app users build skills and confidence with free on-demand courses, dynamic live team training, and app adoption guides for teams. The Learning Team loves new technology, but their top priority is creating excellent customer experiences.

So when Atlassian’s in-app AI, Rovo, launched last year, the team began exploring ways it could help them build content for the Learning catalog without handing over control or compromising on quality.

The Learning Team looked at their course design workflow and identified a few spots where AI could save them energy and frustration. Together, they decided how to incorporate AI into their course-building workflow:

One of the team’s Senior Learning Content Designers, Becky Mueller, shared details about three of the ways the team is embedding AI into their course-building workflow while still maintaining creative control.

1. AI for research saves hours (and even weeks)

Discovery stage

To find out what kind of course would actually help people, designers always start with a research-heavy discovery phase. The answers are within internal company documents, but finding everything is time-intensive and can sometimes take up to two weeks.

“When we’re starting something new, we designers don’t know what we don’t know, essentially,” said Senior Learning Content Designer Michelle Cacciapaglia, “and figuring it out takes a lot of time.”

The process the Learning Team goes through is a common situation: you’re trying to find information internally, but there’s so much out there, and it isn’t necessarily organized logically or in easy-to-find places. Trying to make sense of it all can be monotonous and draining.

The Learning Team thought Rovo Deep Research, a feature in Rovo Chat, could help, and they created a simple, short prompt any team can adapt to their needs:

What does the user research conducted by [YOUR ORGANIZATION] over the last 2 years tell us about who the top personas are for [TOPIC – App / Feature / topic] and what are the specific jobs or tasks to be done by [AUDIENCE – customers / admins / end-users] in [TOPIC – App / Feature / topic]? Provide detailed information about the jobs to be done, including the key features of [TOPIC – App / Feature / topic] that are used to achieve those tasks. 

What are the most important tasks [TOPIC – App / Feature / topic] [AUDIENCE – customers / admins / end-users] are trying to achieve? What challenges or pain points do they commonly face when using [TOPIC – App / Feature / topic]?

The following pages and spaces provide a good starting point for your research: [Reference page URLs].

When they get their results, the team looks through everything carefully and weeds out anything that doesn’t belong.

“Before, I knew all the research I needed existed, but finding, consuming, and synthesizing it took a lot of time. Now it happens with a prompt and a little back-and-forth.”

– Becky Mueller – Senior Learning Content Designer, Atlassian

Using Rovo to research internal docs saves other people time, too, because you don’t have to interrupt them with questions. All of it adds up to an AI workflow that benefits everyone on the team.

2. AI for administrative tasks keeps you in the moment

Planning stage

The Learning Team starts the planning stage of a new course with a team kick-off meeting. They make a lot of decisions during the meeting about tasks and goals, so they need a lot of documentation. But pausing the discussion to write things down interrupts the flow and makes everything take longer.

So, each team member added the Loom notetaker to their calendars, and now every meeting is recorded. Afterward, everyone gets the AI summary Loom automatically creates in Confluence, and it includes action items. Team members can then send the video and summary to anyone who attended (or missed) the meeting.

“AI helps me stay present and engaged during the live creative process.”

– Becky Mueller – Senior Learning Content Designer, Atlassian

3. AI for writing creates a solid place to start

Writing stage

When faced with a new writing project, lots of people on the team struggle with the “blank page.” They want to write concisely and clearly while highlighting the value of their content, but getting started sometimes feels overwhelming.

Part of what makes Atlassian Learning’s content so engaging is that it’s written by real experts, so the team agreed they did not want to cede all writing to Rovo. But they’ve found some exciting ways AI can help them get started when they’re feeling stuck.

The team takes their Confluence notes and ideas and uses Create with Rovo to get a draft. They always edit or rewrite what Rovo gives them, but Rovo helps them over the hurdle of putting something on the page. Because Atlassian has so much internal documentation, and because everyone throughout the company shares their work in Confluence, Rovo has a lot of context to work with.

One Learning Team member shared how she used Rovo to help her describe why someone without any previous experience with Jira Plans would want to use it. She asked Rovo to:

  • Write a brief, one-to-two sentence description of why someone would want to use Jira Plans
  • Provide her with a bulleted list of key benefits
  • Provide supporting documentation so she could confirm its accuracy

Rovo gave her a great start, and she perfected it until she was happy with it: “Jira Plans unifies work from multiple projects and teams into a single, live plan. This helps you plan confidently and adapt to change quickly.​”

“Rovo’s helping me build my confidence with writing because I’m getting better at looking at something and knowing whether it’s good or I need to give Rovo some more direction and try again.”

– Becky Mueller – Senior Learning Content Designer, Atlassian

The team also uses Rovo to adjust their writing for different audiences. They might write a scenario for a lesson but then realize it’s too technical. Rovo can then help in a couple of ways: the team can ask it to create a similar scenario for a non-technical team, or they can ask it to simplify the language to make it accessible to all audiences.

Pro tip

Find out how to generate all types of content with Rovo.

When the Learning Team doesn’t use AI

The Learning Team doesn’t use AI for things they’re experts in.

“I don’t use AI to create slides for our live learning courses because it’s something I really enjoy doing. I have a background in visual arts, so I love the creativity of choosing just the right visual and arranging everything on the slide,” Becky said. One team member shared that she doesn’t ask AI for help writing because that’s where her expertise lies, and another shared that he creates diagrams and images himself because they’re his passion.

And, if the team doesn’t like what AI creates, they just don’t use it. “The people on our team are the ones making decisions about what we create and how it shows up,” emphasized Senior Team Manager Garrett Marttinen.

Embedding Rovo into their workflow has helped the Learning Team make meaningful changes in the way everyone works, improving the team as a whole. The Learning Team still maintains creative control and prioritizes their own instincts, but offloads parts of the job that drain energy, waste time, or don’t require deep expertise.

“AI isn’t just helping us move faster, it’s creating opportunities to reimagine how distinctly human capabilities—creativity, judgment, hands-on collaboration with customers—can be applied to open new channels for delivering value,” said Marshall Lee, Head of Customer Education. “AI is knocking down walls and gates. Just as software enabled new forms of ‘knowledge work’ 30 years ago, AI is helping us see a new horizon of human-powered and human-orchestrated work.”

If you haven’t tried Rovo or Loom yet, check out the Learning Team’s free, self-paced, on-demand courses: Get the most out of Rovo and Get the most out of Loom. If you already have a Rovo foundation, the Work more effectively with Rovo collection of resources offers more advanced support.