Transforming Workflows for a Non-Fiction Publisher with AI

When a mid-sized non-fiction publisher embraced AI, they saw the future—but their team saw extra work. Training turned frustration into innovation.

1. Introduction

A mid-sized illustrated non-fiction publishing house was one of the rare players in the industry to proactively embrace AI. From editorial workflows to translation projects, the publisher had built custom GPTs to assist with data analysis, content tracking, and multilingual projects. The leadership team saw AI’s potential for efficiency and scale—but their staff felt otherwise.

2. The Challenge

Despite the publisher’s enthusiasm for AI, the editorial and operations teams felt burdened rather than empowered.

• Resistance to Process Change: Staff found it easier to stick to manual processes, especially for content review and metadata management.
• Misunderstood Value: The team saw AI as an extra step, not a time-saver. They felt AI setup time outweighed its benefits.
• Lack of AI Training: Without structured training, staff used AI reactively—often without understanding how to align it to their workflows.
• Fragmented Use Cases: While the company had built useful GPTs, there was no cohesive plan to teach employees when or how to apply them effectively.

The result? Slow adoption and skepticism across teams, with employees questioning why they should bother with AI at all.

3. The Turning Point

When a Simple Consultant met with the publisher, she immediately spotted the gap: the team had tools but no training or strategy to integrate them into their daily work. She introduced the AI Role Plan Demo from Simpleacademy.ai—showing how AI could be embedded directly into each role’s workflow.

Rather than generic “use AI” directives, the consultant walked department leads through role-specific use cases, like:

• Using AI to pre-populate acquisition reports
• Auto-summarizing author interviews into project briefs
• Generating first-pass metadata and keyword lists for new titles
• Running translation consistency checks across multilingual editions

This hands-on, personalized approach shifted the conversation—from AI as extra work to AI as a work accelerator.

4. Remarkable Progress

After implementing the AI Role Plan, the publisher’s team saw rapid improvements:

• 40% faster project prep: With AI handling initial data collection and summarization.
• 30% reduction in repetitive administrative tasks: AI-managed spreadsheets, keyword generation, and initial translations freed up editorial time.
• Increased AI adoption rate: Once trained, 90% of staff actively used AI in their daily work within three weeks.

“Our team went from complaining about AI to asking for new GPTs tailored to their work.”

5. A Defining Moment

The pivotal moment came during a team training when she demonstrated how a 5-minute AI setup saved 3 hours of manual spreadsheet work each month. One editor, previously skeptical, turned to her colleague and said, “Why didn’t we do this months ago?”

That was the shift—from frustration to curiosity, and eventually, confidence.

6. Impact and Inspiration

By reframing AI as a tool to reduce friction, not create it, the publisher’s team:

• Gained ownership of their workflows: Every role had its own tailored AI playbook.
• Collaborated better across departments: AI-assisted reports and data tracking improved transparency.
• Became more adaptable: With training, staff felt confident exploring new AI capabilities for evolving projects.

Most importantly, the company moved from AI skeptics to AI advocates, seeing the technology as an investment in creative and operational freedom—not a threat to their jobs.

7. Protagonist’s Own Words

“Our team went from complaining about AI to asking for new GPTs tailored to their work. The training gave them the confidence to innovate within their roles—and that’s invaluable.”

8. Conclusion

AI adoption isn’t just about tools—it’s about mindset. By embedding AI into each employee’s role and providing the right training, companies turn resistance into results. This case shows that even creative industries like publishing can use AI to enhance human talent—not replace it.

9. Call to Action

Struggling to get your team to embrace AI? Learn how Simpleacademy.ai’s AI Role Plan Training helps companies turn technology into an asset, not a burden. Explore training programs at Simpleacademy.ai.