Lesson 22 / 25

Workflow, Owners and Cadence

Set up a monthly routine with clear responsibilities across marketing, content, web and product teams.

Who does what, how often

AI visibility cuts across teams. Content writes answer-first pages and comparisons; web/engineering keeps pages crawlable, rendered, fast and marked up; PR/community earns third-party presence; product and support fix the issues that negative themes reveal; analytics runs the prompt set and reports. Agree one owner for the programme, run the prompt set monthly (weekly for critical prompts), review findings in a short meeting, pick a few actions with owners and dates, and re-measure. Keep a change log so you can connect actions to later movement.

A repeatable routine

Treat AI visibility as an ongoing programme with owners, a cadence and honest reporting.

Three loops: fix, create, measure.
Figure 7.1 — Fix, create and measure.

A monthly cycle

Keep the loop small enough that it actually happens every month.

Week 1  Run prompt set (3 runs each, 3 assistants, search on/off); save raw answers
Week 2  Analyse: mention rate + range, share of voice, citations, accuracy, sentiment
Week 2  Review meeting (30 min): top 3 gaps, top 3 wrong facts
Week 3  Ship: fix sources, publish/refresh 2-3 pages, outreach actions, technical fixes
Week 4  Log changes; plan next month; report to leadership

Few actions, done well

Choose the few changes most likely to matter (fix wrong facts, answer the top unanswered questions, get present in the top cited sources) rather than a long list that never gets finished.

Quick check: Why keep a change log alongside measurements?

  • It is only for legal reasons
  • Logs make results better by themselves
  • Assistants read your log
  • To connect specific actions to later changes in results
Answer

To connect specific actions to later changes in results — Without a record of what changed when, you cannot learn what worked.