Week 18: Using AI to Streamline Scout Hall Management

The Experiment

When my daughter joined the Scouts, I somehow inherited an unexpected role: Scout Hall Manager. This meant dealing with a constant stream of emails about availability, costs, viewings, and various other inquiries. The back-and-forth was time-consuming and repetitive, with the same questions coming up over and over again.

I wondered: could AI help create a streamlined process that would reduce my workload while improving the experience for potential renters? This experiment wasn't about using cutting-edge AI features—it was about testing whether AI could help build a practical system for a mundane but necessary task.

The Process

Here's how I tackled it:

1. Documenting the Pain Points

• Identified the most frequently asked questions from emails and calls

• Used Otter.ai to transcribe and document the current process

• Outlined the key "jobs to be done" for hall management

2. AI-Assisted Process Design

• Asked ChatGPT to interview me about the requirements

• Worked through several iterations to create comprehensive documentation

• Had ChatGPT help design Google Forms, calendar systems, and automated emails

3. Building the System

• Created a detailed Google Doc with comprehensive information and FAQs

• Set up a public Google Calendar for availability checking

• Designed an auto-responder email that answered common questions

• Developed a Google Form for standardized booking requests

4. Stress Testing the Process

• Fed ChatGPT information about edge cases and special scenarios

• Iterated on the documentation to cover all possible questions

• Created a complete handover package for future hall managers

The Outcome

This experiment was a clear success. What used to require multiple email exchanges for each inquiry now happens automatically. The system now includes:

• A comprehensive information document that answers most questions upfront

• A self-service booking process through Google Calendar and Forms

• An auto-responder that handles common inquiries without human intervention

The most valuable part wasn't any fancy AI feature—it was ChatGPT's ability to think through all the permutations of the process, anticipate questions, and help create a comprehensive system that required minimal human intervention.

Key Takeaway

AI tools like ChatGPT excel at process optimization, even for mundane community tasks. The value isn't in cutting-edge features but in their ability to methodically work through all aspects of a process, identify inefficiencies, and suggest practical improvements.

Pro Tips for Beginners:

1. Be Comprehensive: Give the AI as much detail as possible about your current process and pain points

2. Iterate and Stress Test: Use the AI to challenge your process with "what if" scenarios

3. Let AI Lead the Interview: Have the AI ask you questions to uncover details you might not think to mention

4. Focus on Documentation: The most valuable output might be clear, thorough documentation that others can follow

5. Think Systemically: Look for opportunities to replace repeated human actions with templates and automations

Want to Try It Yourself?

• Use ChatGPT to interview you about any repetitive process you manage

• Try Otter.ai for transcribing discussions about process requirements

• Leverage Google's free tools (Docs, Forms, Calendar) for implementation

• Start small with one part of the process, then expand

Sometimes the most powerful AI applications aren't flashy or revolutionary—they're the ones that simply make tedious tasks less time-consuming and more efficient. This experiment showed that even managing a community Scout Hall can benefit from a touch of AI-assisted process design.