# Department Intake Template

The structured intake we run before every training program, so the curriculum is built
around a team's real tools and real bottlenecks instead of a generic deck. Fill this out
per department or team before a workshop or rollout program.

## 1. Basics

- **Department / team name:**
- **Team size:**
- **Primary point of contact:**
- **Decision-maker for this program (if different):**

## 2. Current tools and systems

List the tools this team actually works in day to day (CRM, ticketing system,
spreadsheets, internal docs, email, etc.). Be specific — "Salesforce" and "a shared
Google Sheet" are more useful here than "our systems."

- Tool:
- Tool:
- Tool:

## 3. The work, in the team's own words

Describe 3-5 recurring tasks this team does every week, in plain language. These
become the raw material for training exercises — the goal is that every exercise uses
this team's real documents and real scenarios, not generic examples.

- Task:
- Task:
- Task:

## 4. Current pain points

What's slow, repetitive, error-prone, or dreaded about the current way this work gets
done? Be honest here — vague answers like "we could be more efficient" don't give us
enough to design around; specifics like "compiling the weekly report takes someone
half a day every Friday" do.

- Pain point:
- Pain point:

## 5. Prior AI experience

- Has this team used Claude or another AI tool before? For what?
- What worked? What didn't stick, and why?

## 6. Success criteria

What would make this program a clear win, in terms this team would recognize three
months from now? Avoid vague goals like "adopt AI" — prefer something measurable,
like "cut report prep time in half" or "every team member using it unprompted for X."

- Success looks like:

## 7. Constraints

- Any data that must stay out of scope (regulated data, specific systems, etc.)?
- Scheduling constraints for training sessions?
- Anything about this team's culture or working style we should design around?

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*Provided by Timbaline AI — Claude implementation, consulting & training for
enterprises. This is the exact intake format we use before scoping a real training
program; feel free to adapt it for your own internal use.*