How to build a shared AI workflow for your agency

A campaign brief rarely stays with one person. The account lead confirms the offer, a performance marketer develops the ads, and a designer creates the visual direction. If each person gives an AI agent a different version of the client context, the drafts can drift before the team has made a creative decision.

A shared AI workflow gives the team a consistent starting point and a visible review process. Start with one client and one repeatable deliverable. The example below uses a campaign brief, but the same approach applies to a newsletter, a landing page, or a monthly review.

What is a shared AI workflow?

A shared AI workflow is a repeatable sequence in which people and connected agents retrieve maintained context, complete a defined task, check the result, and record approved knowledge worth reusing. The shared part is the context and process; each task can still have its own conversation, tools, and working files.

The practical goal is easy to inspect: the ad draft, design brief, and landing-page outline should agree on the audience, offer, and approved claims. They can express those facts differently for each channel.

1. Pick one deliverable and define “ready for review”

Choose a task the team already understands. For a campaign briefing workflow, define the output as a summary of the audience and offer, three message directions, a creative brief, and the questions that still need an answer.

Write down the acceptance checks before asking for a draft. Does it use the current offer? Are claims supported? Is the landing page correct? Does it identify the right brand and account? Keep publication as a separate decision so a draft cannot be mistaken for launch approval.

2. Prepare the brand knowledge and platform details

Record the client's positioning, audience, voice, current offer, approved claims, and asset references. Use our brand context brief template if you need a starting structure. Give time-sensitive details a review date and name the person who can confirm them.

Then identify the relevant advertising and analytics assets in Platforms. Check account IDs, their brand associations, and destination URLs before any tool work. Similar account names are a reason to verify identifiers carefully.

In Agency Memory, connected agents access this shared workspace through MCP. The advertising, analytics, and creative MCPs used to perform the work are configured separately, with their own access and permissions.

3. Write a short playbook for the handoffs

A useful playbook describes the sequence, required inputs, and review conditions. For the campaign brief, it might say:

1. Confirm the client and brand, then retrieve their current Brand Knowledge and relevant Platforms.
2. Summarize the audience, offer, destination, approved claims, and missing inputs before drafting.
3. Prepare message directions and a creative brief using those confirmed inputs.
4. Check each output against the offer conditions, voice rules, evidence, and destination.
5. Present the drafts and open questions to the account lead for review.
6. After approval, record durable changes to brand knowledge and hand off the approved work for the next authorized step.

A Playbook guides the work; it does not execute the campaign or authorize external actions. Instructions about review must be paired with the actual permissions and approvals in the tools your team uses.

4. Brief each agent from the same maintained source

Use a task prompt that explicitly asks for retrieval. Connecting a memory source alone does not demonstrate that the agent used it. Ask the agent to show the relevant facts and uncertainties before it produces the deliverable.

Replace the placeholders and add the task's dates and constraints. The prompt is a starting instruction, not an access control: configure tool permissions and approval requirements separately.

5. Check one handoff across roles

Using the fictional Northstar brand from our site preview, the account lead first confirms the current offer and its terms. The performance marketer's agent retrieves those facts and prepares message directions. The designer's agent retrieves the same brand knowledge and uses the approved message direction to prepare a visual brief.

Before combining the work, compare the outputs. If the ad describes a package while the design brief describes a room-only offer, resolve the mismatch against the approved source. Do the same for audience, claims, dates, and destinations.

A shared source reduces the number of versions the team has to maintain. Human review still determines whether the work is accurate and suitable. Where external tools are involved, check their live data and permissions at the point of use.

6. Save approved learning and measure the pilot

After review, save confirmed changes that should affect future work: a corrected service description, a newly approved phrase, or a revised reporting rule. Keep experiments, draft ideas, and unverified results in their task context until someone decides they should become shared knowledge.

Assign responsibility for maintaining the brief and decide which MCP keys may write to shared memory. Write permission for Agency Memory concerns its stored context; it does not grant publishing or budget authority in another platform.

Compare several runs with your existing process. Track time spent assembling the brief, corrections caused by missing or stale information, review rounds, and whether the team chose the correct brand and account. A faster first draft is useful only if the review effort and accuracy are also acceptable.

Expand to another client or workflow once the retrieval and handoffs are reliable. If the pilot repeatedly fails, inspect the brief, playbook, and tool access before adding more agents. You can see how Agency Memory organizes the shared context and compare plans for your brands and team when you are ready to set up that foundation.