Remove Friction From the Workflow

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Each mechanical arm represented a specific capability: writing, narration, image generation, video creation, or content analysis. The suit on its own does not make her stronger. Rather, it amplifies what she already knows how to do. In the same way, AI tools extend a designer's capabilities, especially under tight deadlines and complex project demands.

Each mechanical arm represented a specific capability: writing, narration, image generation, video creation, or content analysis. The suit on its own does not make her stronger. Rather, it amplifies what she already knows how to do. In the same way, AI tools extend a designer's capabilities, especially under tight deadlines and complex project demands.

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That distinction matters. In learning design, success rarely comes from collecting impressive tools; they're not the key players. The hero in our story is the professional who understands the flow of work and knows how to adapt when the unexpected arrives.

That distinction matters. In learning design, success rarely comes from collecting impressive tools; they're not the key players. The hero in our story is the professional who understands the flow of work and knows how to adapt when the unexpected arrives.

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Yet, as AI accelerates the pace of creation, many learning design teams rush to adopt new apps, subscriptions, and features with the hope that technology will fix broken processes. Tools, however, cannot solve what we have not diagnosed. So, before we can choose AI tools effectively, we must understand where our challenges live by taking a closer look at the workflow itself.

Yet, as AI accelerates the pace of creation, many learning design teams rush to adopt new apps, subscriptions, and features with the hope that technology will fix broken processes. Tools, however, cannot solve what we have not diagnosed. So, before we can choose AI tools effectively, we must understand where our challenges live by taking a closer look at the workflow itself.

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When I first began teaching L&D professionals how artificial-intelligence-powered tools could support design tasks such as drafting objectives, summarizing stakeholder interviews, generating visuals, or building rapid prototypes, I introduced the idea through a short training video. In it, a last-minute learning request appears as a looming monster, and the designer responds wearing an exosuit inspired by Sigourney Weaver's power loader in the movie Aliens .

When I first began teaching L&D professionals how artificial-intelligence-powered tools could support design tasks such as drafting objectives, summarizing stakeholder interviews, generating visuals, or building rapid prototypes, I introduced the idea through a short training video. In it, a last-minute learning request appears as a looming monster, and the designer responds wearing an exosuit inspired by Sigourney Weaver's power loader in the movie Aliens.

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As the backbone of learning design, the ADDIE model mirrors the sequence of decisions we must make to develop a successful learning program. When problems arise, they usually appear in predictable places and emerge because we have not addressed the friction in the flow—not because we lack the tools.

As the backbone of learning design, the ADDIE model mirrors the sequence of decisions we must make to develop a successful learning program. When problems arise, they usually appear in predictable places and emerge because we have not addressed the friction in the flow—not because we lack the tools.

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Ripley represents a professional operating under pressure who understands systems, constraints, and consequences. Analysis, design, development, implementation, and evaluation are lived environments with real pressure, blind spots, and risks. For learning designers, Ripley models the ability to diagnose risks quickly; choose tools based on impact rather than novelty; and act decisively when timelines, security, or organizational stakes are high.

Ripley represents a professional operating under pressure who understands systems, constraints, and consequences. Analysis, design, development, implementation, and evaluation are lived environments with real pressure, blind spots, and risks. For learning designers, Ripley models the ability to diagnose risks quickly; choose tools based on impact rather than novelty; and act decisively when timelines, security, or organizational stakes are high.

Where the workflow breaks

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Projects rarely fall apart because of one dramatic failure. Rather, they fray because of the dozens of small frictions that accumulate over time. None of the frictions are unusual. Many are simply the natural byproduct of busy organizations, human preferences, competing priorities, and tools that do not always fit the moment. For example:

Projects rarely fall apart because of one dramatic failure. Rather, they fray because of the dozens of small frictions that accumulate over time. None of the frictions are unusual. Many are simply the natural byproduct of busy organizations, human preferences, competing priorities, and tools that do not always fit the moment. For example:

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  Last-minute training requests that ask a designer to deliver a solution without context, content, or clear objectives tied to activities or outcomes

  Last-minute training requests that ask a designer to deliver a solution without context, content, or clear objectives tied to activities or outcomes

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  Shifting priorities when new information alters the direction of a project

  Shifting priorities when new information alters the direction of a project

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  Changes in leadership, stakeholders, or role clarity along with review fatigue, where stakeholders see the same draft repeatedly and begin revising based on personal taste rather than instructional alignment or intent

  Changes in leadership, stakeholders, or role clarity along with review fatigue, where stakeholders see the same draft repeatedly and begin revising based on personal taste rather than instructional alignment or intent

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  Scope drift resulting from teams realizing what they truly need only once they see something the designer has partially built

  Scope drift resulting from teams realizing what they truly need only once they see something the designer has partially built

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  Subject matter expert inconsistency related to experts disagreeing or forgetting steps in their own processes

  Subject matter expert inconsistency related to experts disagreeing or forgetting steps in their own processes

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  Skill imbalances within the team, where critical tasks depend on a single individual, which slows progress during development and review when that person is unavailable

  Skill imbalances within the team, where critical tasks depend on a single individual, which slows progress during development and review when that person is unavailable

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  Content that changes faster than the timeline, forcing continuous rework

  Content that changes faster than the timeline, forcing continuous rework

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  Tool fragmentation, where different teams use different platforms and nothing integrates cleanly, or where tools fail to deliver on their promise and require replacement midproject

  Tool fragmentation, where different teams use different platforms and nothing integrates cleanly, or where tools fail to deliver on their promise and require replacement midproject

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Are those working conditions shaped by people, processes, and tools? Always. People bring different perspectives and priorities, and each organization has its own unique challenges. Processes carry assumptions and gaps. And tools introduce both capabilities and constraints. Instead of assigning fault, skilled designers learn to navigate those conditions with clarity.

Are those working conditions shaped by people, processes, and tools? Always. People bring different perspectives and priorities, and each organization has its own unique challenges. Processes carry assumptions and gaps. And tools introduce both capabilities and constraints. Instead of assigning fault, skilled designers learn to navigate those conditions with clarity.

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Using ADDIE as a map enables you to identify where most challenges lie.

Using ADDIE as a map enables you to identify where most challenges lie.

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  In analysis, the danger can be unclear or incomplete information.

  In analysis, the danger can be unclear or incomplete information.

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  In design, the danger can be assumptions, overconfidence, and unclear alignment on expectations and roles.

  In design, the danger can be assumptions, overconfidence, and unclear alignment on expectations and roles.

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  In development, the danger can be workload, tools or expertise limitations, and constrained review capacity.

  In development, the danger can be workload, tools or expertise limitations, and constrained review capacity.

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  In implementation, the danger can be updates, reviewing accessibility too late, version control, and unclear testing standards.

  In implementation, the danger can be updates, reviewing accessibility too late, version control, and unclear testing standards.

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  In evaluation, the danger can be measuring activity instead of change.

  In evaluation, the danger can be measuring activity instead of change.

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When you have run the cycle enough times, you start to predict where trouble will surface long before it arrives. AI tools will not eliminate those friction points, but they can change the odds in your favor by strengthening the way you work in terms of how fast you can capture information, generate and iterate, stay consistent in your communication and documentation, produce, and update, as well as how accurately you can measure the change you intended from the outset.

When you have run the cycle enough times, you start to predict where trouble will surface long before it arrives. AI tools will not eliminate those friction points, but they can change the odds in your favor by strengthening the way you work in terms of how fast you can capture information, generate and iterate, stay consistent in your communication and documentation, produce, and update, as well as how accurately you can measure the change you intended from the outset.

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The power of AI is not in replacing people but in strengthening the exact areas where projects tend to slow down or stall. In a world full of moving parts, AI becomes the exosuit—but only when you know which tool to use and when. If workflow is the terrain, the TWINS framework is the toolkit that helps designers move through it with intelligence and speed.

The power of AI is not in replacing people but in strengthening the exact areas where projects tend to slow down or stall. In a world full of moving parts, AI becomes the exosuit—but only when you know which tool to use and when. If workflow is the terrain, the TWINS framework is the toolkit that helps designers move through it with intelligence and speed.

Working with TWINS

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I developed the TWINS framework to describe core AI capabilities as workflow supports across ADDIE or phases of learning experience design. Rather than a list of tools, the framework is a decision lens designers can use to match technology to points of friction in their process.

I developed the TWINS framework to describe core AI capabilities as workflow supports across ADDIE or phases of learning experience design. Rather than a list of tools, the framework is a decision lens designers can use to match technology to points of friction in their process.

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Each letter in TWINS represents a core function—transcribe, write, imagine, narrate, and sort—of many AI tools. Understanding those functions will help you choose technology based on the environment in which you are working and the problems you are trying to solve.

Each letter in TWINS represents a core function—transcribe, write, imagine, narrate, and sort—of many AI tools. Understanding those functions will help you choose technology based on the environment in which you are working and the problems you are trying to solve.

Transcribe: Capture without losing anything

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Most projects start with information that is messy or incomplete. Meetings rush by. SMEs remember steps out of order. Intake forms leave gaps. Conversations reveal critical context that no one has time to write down. Transcription tools solve the first monster of the workflow: lost information.

Most projects start with information that is messy or incomplete. Meetings rush by. SMEs remember steps out of order. Intake forms leave gaps. Conversations reveal critical context that no one has time to write down. Transcription tools solve the first monster of the workflow: lost information.

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Whether using Otter, Fireflies, Webex transcription, Descript, or any other similar program, you can capture meetings, working sessions, observations, and content handoffs with near perfect accuracy. That keeps the project grounded in facts instead of memory. It also surfaces contradictions, missing steps, and scope questions early. Many tools you already have access to include transcription features. However, note that you may need permission from individuals to record them. Teams can also agree on what to strike from the record.

Whether using Otter, Fireflies, Webex transcription, Descript, or any other similar program, you can capture meetings, working sessions, observations, and content handoffs with near perfect accuracy. That keeps the project grounded in facts instead of memory. It also surfaces contradictions, missing steps, and scope questions early. Many tools you already have access to include transcription features. However, note that you may need permission from individuals to record them. Teams can also agree on what to strike from the record.

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Use transcription to make sure you are building from stable ground.

Use transcription to make sure you are building from stable ground.

Write: Generate, draft, structure, explain, and prototype

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Writing is one of the heaviest parts of the design cycle. Proposal language, design documents, detailed scripts, storyboards, facilitator guides, project plans, microcopy, measurement plans, communication templates—the volume is enormous.

Writing is one of the heaviest parts of the design cycle. Proposal language, design documents, detailed scripts, storyboards, facilitator guides, project plans, microcopy, measurement plans, communication templates—the volume is enormous.

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AI writing tools are not a substitution for design judgment. Instead, they remove friction. A designer who understands how to shape prompts can:

AI writing tools are not a substitution for design judgment. Instead, they remove friction. A designer who understands how to shape prompts can:

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  Turn complex transcripts into a clean five-point outline of what SMEs said.

  Turn complex transcripts into a clean five-point outline of what SMEs said.

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  Convert intake notes into an executive-ready proposal.

  Convert intake notes into an executive-ready proposal.

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  Standardize voice and formatting across a team.

  Standardize voice and formatting across a team.

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  Create structured variations for different audiences or modalities.

  Create structured variations for different audiences or modalities.

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  Train custom chatbots or use workspace tools inside a large language model to manage content.

  Train custom chatbots or use workspace tools inside a large language model to manage content.

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  Update timelines, definitions, and instructions that shift throughout a project.

  Update timelines, definitions, and instructions that shift throughout a project.

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Adopting an AI tool is not about asking it for a title and hoping for magic or letting the AI program make decisions for you. Instead, it entails using your expertise to guide the AI system through the labor of writing and rewriting until the output fits your environment, learner outcomes, and stakeholder needs. Writing tools accelerate consistency and give you ways to challenge what you create, research what you propose, and validate information against provided documentation.

Adopting an AI tool is not about asking it for a title and hoping for magic or letting the AI program make decisions for you. Instead, it entails using your expertise to guide the AI system through the labor of writing and rewriting until the output fits your environment, learner outcomes, and stakeholder needs. Writing tools accelerate consistency and give you ways to challenge what you create, research what you propose, and validate information against provided documentation.

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AI tools never replace the SME or your professional skill in adult learning. However, they can help you ensure that what you create delivers on the learning request's unique needs.

AI tools never replace the SME or your professional skill in adult learning. However, they can help you ensure that what you create delivers on the learning request's unique needs.

Imagine: Visuals, video, scenarios, storytelling, and concept explainers

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Many teams avoid creating rich visuals or scenario-based media because they lack the time, staff, or specialized skills. AI has changed that completely. Now a single designer can generate:

Many teams avoid creating rich visuals or scenario-based media because they lack the time, staff, or specialized skills. AI has changed that completely. Now a single designer can generate:

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  Custom images

  Custom images

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  B-roll

  B-roll

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  Thumbnails

  Thumbnails

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  Animated explainers

  Animated explainers

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  Avatar-based narration

  Avatar-based narration

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  Storyboard concepts

  Storyboard concepts

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  Still or motion graphics

  Still or motion graphics

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  Simulated environments or narrative immersion

  Simulated environments or narrative immersion

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  Interactive video

  Interactive video

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  Rapid microlearning modules

  Rapid microlearning modules

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Numerous tools give designers the ability to create consistent and custom assets without relying on large production teams or long timelines.

Numerous tools give designers the ability to create consistent and custom assets without relying on large production teams or long timelines.

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You still benefit from learning the foundations of still design, motion, and basic coding, but AI tools now enable more people to produce viable drafts, visuals, and prototypes without extensive formal training. You can build what you need without a film degree. Training and consultation still help.

You still benefit from learning the foundations of still design, motion, and basic coding, but AI tools now enable more people to produce viable drafts, visuals, and prototypes without extensive formal training. You can build what you need without a film degree. Training and consultation still help.

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The right asset at the right moment keeps the mission moving. You may have one tool that does it all or two that consistently cover different parts of the process.

The right asset at the right moment keeps the mission moving. You may have one tool that does it all or two that consistently cover different parts of the process.

Narrate: Voice, tone, accessibility, and update speed

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Narration used to require a studio, scheduling, recording, and time. AI narration now solves several long-standing constraints. It provides additional options for learners and gives designers the ability to update content without returning to a controlled recording environment.

Narration used to require a studio, scheduling, recording, and time. AI narration now solves several long-standing constraints. It provides additional options for learners and gives designers the ability to update content without returning to a controlled recording environment.

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Designers can now:

Designers can now:

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  Produce consistent narration in minutes.

  Produce consistent narration in minutes.

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  Update lines without bringing talent back in.

  Update lines without bringing talent back in.

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  Offer multiple languages.

  Offer multiple languages.

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  Support accessibility requirements.

  Support accessibility requirements.

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  Deliver different voice options for different audiences.

  Deliver different voice options for different audiences.

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When content changes late in the cycle, narration no longer derails a deadline. That is the exosuit moment for many teams, lifting what used to be too heavy when the workflow was nearly complete.

When content changes late in the cycle, narration no longer derails a deadline. That is the exosuit moment for many teams, lifting what used to be too heavy when the workflow was nearly complete.

Sort: Patterns, analysis, version control, and evidence

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Evaluation has long been a place where learning teams struggle. They collect data but rarely interpret it with depth. AI sorting and pattern recognition can change that. Without capturing state A, we cannot measure meaningful change in state B. Designing a pretest, setting competency thresholds, or interpreting feedback requires us to ask the right questions at the outset and sift through large amounts of information.

Evaluation has long been a place where learning teams struggle. They collect data but rarely interpret it with depth. AI sorting and pattern recognition can change that. Without capturing state A, we cannot measure meaningful change in state B. Designing a pretest, setting competency thresholds, or interpreting feedback requires us to ask the right questions at the outset and sift through large amounts of information.

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AI tools now enable designers to:

AI tools now enable designers to:

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  Compare survey responses.

  Compare survey responses.

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  Analyze learner questions.

  Analyze learner questions.

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  Surface repeated errors.

  Surface repeated errors.

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  Identify patterns in transcripts.

  Identify patterns in transcripts.

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  Check alignment between objectives and content.

  Check alignment between objectives and content.

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  Detect gaps between intended outcomes and performance.

  Detect gaps between intended outcomes and performance.

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Sorting is also how teams manage the massive volume of assets generated throughout a project. Without it, everything becomes noise. With it, everything becomes searchable, traceable, and usable. Use data to assess the learning environment.

Sorting is also how teams manage the massive volume of assets generated throughout a project. Without it, everything becomes noise. With it, everything becomes searchable, traceable, and usable. Use data to assess the learning environment.

Bringing TWINS back to the workflow

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Each TWINS capability solves a specific kind of friction inside ADDIE:

Each TWINS capability solves a specific kind of friction inside ADDIE:

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  Transcribe helps stabilize analysis.

  Transcribe helps stabilize analysis.

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  Write accelerates design.

  Write accelerates design.

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  Imagine strengthens development.

  Imagine strengthens development.

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  Narrate supports implementation.

  Narrate supports implementation.

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  Sort sharpens evaluation.

  Sort sharpens evaluation.

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The point is not to use all the tools at once but rather to understand which superpower is necessary for which monster. Designers who choose tools based on workflow gain leverage, while designers who choose tools based on novelty gain clutter.

The point is not to use all the tools at once but rather to understand which superpower is necessary for which monster. Designers who choose tools based on workflow gain leverage, while designers who choose tools based on novelty gain clutter.

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TWINS gives you language for decisions you have already been making. It makes visible the logic behind good tool selection, ties technology choice to workflow literacy rather than to hype or fear, and—more importantly—gives teams a shared vocabulary for diagnosing real sticking points.

TWINS gives you language for decisions you have already been making. It makes visible the logic behind good tool selection, ties technology choice to workflow literacy rather than to hype or fear, and—more importantly—gives teams a shared vocabulary for diagnosing real sticking points.

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Instead of asking "What tool should we buy next?," we now ask: "Where is the friction in our workflow? Is it capture? Drafting? Visuals? Narration? Sorting? Overthinking our writing?"

Instead of asking "What tool should we buy next?," we now ask: "Where is the friction in our workflow? Is it capture? Drafting? Visuals? Narration? Sorting? Overthinking our writing?"

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Understanding which superpower will change the outcome is how you stop collecting tools and start fixing the flow. AI tools become an exosuit only when you use them at the genuine point of friction, not by simply adding them because they exist.

Understanding which superpower will change the outcome is how you stop collecting tools and start fixing the flow. AI tools become an exosuit only when you use them at the genuine point of friction, not by simply adding them because they exist.

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Also, be thoughtful about vendor management and collaborate with your company's legal and procurement teams to ensure contracts support what your team needs, especially in case you must change tools midjourney. When you know your terrain, you know which tool to reach for and which to leave behind.

Also, be thoughtful about vendor management and collaborate with your company's legal and procurement teams to ensure contracts support what your team needs, especially in case you must change tools midjourney. When you know your terrain, you know which tool to reach for and which to leave behind.

Fixing the flow means seeing the whole system

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Design with clearer sight by:

Design with clearer sight by:

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  Anticipating friction instead of reacting to it

  Anticipating friction instead of reacting to it

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  Matching tools to problems, not problems to tools

  Matching tools to problems, not problems to tools

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  Understanding how pain points differ from organization to organization

  Understanding how pain points differ from organization to organization

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  Creating clarity early so you don't waste energy later

  Creating clarity early so you don't waste energy later

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  Choosing a manageable toolkit instead of an overwhelming one

  Choosing a manageable toolkit instead of an overwhelming one

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  Thinking like a product designer releasing version 1.0 so the work can live and improve

  Thinking like a product designer releasing version 1.0 so the work can live and improve

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When designers work that way, stakeholders feel more grounded; teams stay aligned longer; tools become enablers instead of distractions; and learning becomes more precise, more responsive, and more sustainable. In addition, you become someone who can walk into any mission, chaos, or timeline and still deliver.

When designers work that way, stakeholders feel more grounded; teams stay aligned longer; tools become enablers instead of distractions; and learning becomes more precise, more responsive, and more sustainable. In addition, you become someone who can walk into any mission, chaos, or timeline and still deliver.