Module 2 · Lesson
A repeatable process
Consistency comes from doing the same steps in the same order, with the same saved materials.
| Step | What happens | Who |
|---|---|---|
| 1. Brief | Collect the facts from the person who knows them (hiring manager, policy owner). Use a short form. | HR |
| 2. Ground | Gather source documents, the voice card and an approved example. | HR |
| 3. Draft | Run the saved template. | AI |
| 4. Critique | Run the critique-and-revise prompt. | AI |
| 5. Verify | Apply the rubric; trace every fact. | HR |
| 6. Edit | Make it sound human; add what only you know. | HR |
| 7. Approve | Sign-off by the owner (hiring manager, policy owner, legal where needed). | Owner |
| 8. Save | File the final version as a future example; record improvements to the template. | HR |
Keep a prompt library Store each template with a name, purpose, owner, the date it was last tested and a sample of good output. Re-test templates every few months and whenever your AI tool announces a new model, because the same prompt can behave differently after an update. If you use ChatGPT, a Project can hold the voice card as its instructions and your approved examples as files, so every new chat inside it starts with them.
Measure whether it is working
- Time from brief to approved document.
- Number of revision rounds.
- Rubric failures found at the verify step (these should fall as templates improve).
- Satisfaction of the people who receive the documents.
Jot down key ideas in your own words. Saves automatically.