Leila Fielding
WHAT YOU'LL LEAVE WITH
- A reusable brief you paste into your AI tool each time the task comes round.
- A real AI draft, checked against your last version.
- An honest answer on whether it saves you time, saved as a one-page PDF pack.
Together they make a simple In plain EnglishAn AI workflow is a sequence of steps that uses AI to help complete a task or process. Some steps may be automated, while others require human input or approval.Practical takeawayMap the process before deciding which steps use AI, automation or human approval.Read the full entry you can repeat.
HARBOURLINE GROUP · FICTIONAL EXAMPLE
A workflow pack, filled in
NEXT TIME
- Gather the inputs and remove what's on your list: requester names, employee IDs and case details.
- Open your AI tool in a new chat. Paste your brief, then the inputs.
- If something's wrong, use the fixes below.
- Check the draft against your checklist. The team lead checks it before it goes to HR business partners.
YOUR BRIEF
Draft a plain-English summary of system changes for HR business partners, so they can see what changed and what their users will notice. Use only the inputs I paste below. Don't add facts, figures or examples that aren't in them. Use these headings, in this order: Fixes / Changes / New features / What users will notice. One bullet per item, and never combine items. Describe each item only in the words the inputs use. If something is missing or unclear, write [CHECK] and say what's missing. Don't guess. If two inputs conflict, show both and write [CHECK]. Length: Medium (200 to 400 words). Tone: Plain and neutral. Never: Send, publish or suggest actions on anyone's behalf. Always give the ticket number and go-live date for each item. Inputs:
FIXES TO KEEP HANDY
- Something's missing: Compare your draft with the inputs. List any item that isn't in the draft, then add each one under the right heading.
- Items are combined: You've combined separate items. Rewrite it with one bullet per item from the inputs.
- Something's been added: Remove anything that isn't in the inputs. If something seems to be missing, write [CHECK] and say what.
- It's too long: Shorten this to 200 to 400 words. Keep every item; cut words, not content.
- The tone is wrong: Rewrite this for HR business partners in plain and neutral language. Keep the same content and headings.
- The headings are wrong: Use exactly these headings, in this order: Fixes / Changes / New features / What users will notice. Move each item under the right one.
YOUR CHECKLIST
- □ Every item in the inputs is in the draft
- □ Nothing is in the draft that isn't in the inputs
- □ Figures, dates and names match the inputs
- □ Nothing is described as more, or less, than it is
- □ Every [CHECK] is resolved
- □ It reads right for HR business partners
- □ None of the details you removed have crept back in
- □ Any labelling your organisation requires for AI-assisted content is added
TODAY'S RESULT
- The task
- Every month, I turn our closed change tickets into a plain-English summary of system changes for HR business partners.
- Task check
- GOOD FIT
- Usual time
- 130 minutes
- Today's run
- 95 minutes
- Difference
- 35 minutes quicker (27%)
- Quality compared with last time
- About the same
- Decision
- Use it next time. Every ticket was covered, and the review was quicker with fixed headings.
BEFORE YOU START
Have these ready:
- Your AI tool open in another tab.
- The inputs from the last time you did the task, such as your notes, tickets or an export.
- The finished version you sent last time, to compare against.
Best done on a computer, as you'll be copying between this page and your AI tool.
Any mainstream In plain EnglishAn AI assistant is an application that helps people complete tasks using artificial intelligence. It may answer questions, create content, analyse information or interact with other tools.Practical takeawayCheck what an assistant can actually access and do before relying on it to complete a task.Read the full entry will do, because everything here is text you paste in: Microsoft In plain EnglishIn AI, a copilot generally refers to an assistant designed to support someone while they work, often within an existing application or workflow. The term is also used in specific product names.Practical takeawayUse copilots to support your work, while retaining responsibility for checking important outputs.Read the full entry, ChatGPT, Claude or Gemini. What matters is which one you're allowed to use for work. If your organisation provides one, use that; business versions usually have stronger data protections than free personal accounts. If you're not sure, ask your IT team or manager before using work information.
Not sure which suits your task? Which AI Tool Should I Use?
Step 1 of 6
AI is good at turning written material into a first draft. It's poor at copying data between systems, exact calculations or clicking through screens, so it's worth knowing before you spend any time.
Every [frequency], I turn [what you start with] into [what you produce] for [who it's for].
FROM THE FIELD
GOOD FITS
- Status reports built from your notes or tickets
- Turning meeting notes into decisions and actions
- Drafting replies to common queries
- Grouping survey or feedback comments into themes
- Turning a change log into a plain-English summary
POOR FITS
- Copying data between systems, such as calendar to timesheet
- Calculations or figures that must be exact
- Tasks where the slow part is clicking through screens
- Anything that decides something about an individual person
Every week, I turn my calendar into my timesheet for my manager. It feels repetitive, but most of the effort is copying dates, hours and project codes from one system into another. That needs to be exact, involves almost no writing, and the slow part is entering the time, which AI can't do for you. A better approach: give calendar entries a category or colour for each project, so the week's hours can be totalled quickly or exported. Where AI might help: suggesting the right project code for vaguely titled meetings, if you give it your list of codes.
A In plain EnglishA prompt is the instruction, question or information you give an AI system to guide its response.Practical takeawayTell AI what you want to achieve, provide relevant context and explain what a useful answer should look like.Read the full entry you reuse gives you consistent drafts and stops you rewriting instructions every time.
YOUR BRIEF
Draft [what the draft is] for [who it's for], so they can [what they need to do or know]. Use only the inputs I paste below. Don't add facts, figures or examples that aren't in them. Use these headings, in this order: [headings]. One bullet per item, and never combine items. Describe each item only in the words the inputs use. If something is missing or unclear, write [CHECK] and say what's missing. Don't guess. If two inputs conflict, show both and write [CHECK]. Length: [length]. Tone: [tone]. Never: Send, publish or suggest actions on anyone's behalf. Inputs:
You'll paste this into your AI tool in Step 04.
FROM THE FIELD
HARBOURLINE EXAMPLE
Draft a plain-English summary of system changes for HR business partners, so they can see what changed and what their users will notice. Use only the inputs I paste below. Don't add facts, figures or examples that aren't in them. Use these headings, in this order: Fixes / Changes / New features / What users will notice. One bullet per item, and never combine items. Describe each item only in the words the inputs use. If something is missing or unclear, write [CHECK] and say what's missing. Don't guess. If two inputs conflict, show both and write [CHECK]. Length: Medium (200 to 400 words). Tone: Plain and neutral. Never: Send, publish or suggest actions on anyone's behalf. Always give the ticket number and go-live date for each item. Inputs:
Why [CHECK]? It gives the AI a safe thing to do when it doesn't know, instead of guessing. You'll resolve every [CHECK] when you review the draft.
Want to go further? In plain EnglishPrompt engineering is the practice of designing and refining instructions to help an AI system produce more useful, reliable and relevant results.Practical takeawayImprove prompts by testing results and refining instructions, rather than making every prompt longer.Read the full entry
You decide once what goes into the AI tool, so you're not judging it under pressure every time.
Copy last time's inputs into a note or document. Don't paste them into this page; they go straight into your AI tool. Then work through this list to remove In plain EnglishData privacy concerns how personal information is collected, used, shared, stored and protected, including when that information is processed by AI systems.Practical takeawayOnly share information you're authorised to use, minimise personal data and check the relevant privacy and security requirements.Read the full entry:
For each safeguard, tick it when done or mark “Does not apply” for these inputs.
Replace consistently. If 'Sam' becomes 'Person A', make it Person A every time, so the draft still makes sense.
FROM THE FIELD
FROM THE FIELD
Removing a name isn't always enough: someone may still be recognisable from the other details, such as a job title in a small team.
What Can You Safely Share With AI?You'll learn more from one real draft than from any amount of planning.
- Open your AI tool and start a new chat, so earlier conversations don't affect the draft.
- Paste your brief.
- Paste your prepared inputs underneath, after 'Inputs:'.
- Send it, and read the draft.
HARBOURLINE GROUP · FICTIONAL EXAMPLE
What a good first draft looks like
Inputs (three closed tickets):
- HR-2041 · Fix · Absence: part-time workers' holiday balances displayed incorrectly · Live 3 March
- HR-2047 · Change · Leavers: "Retirement (ill health)" added to the reasons for leaving · Live 5 March
- HR-2052 · New feature · Timesheets: managers can approve timesheets on their phone · Live 10 March
The draft:
– Absence: part-time workers' holiday balances now display correctly (HR-2041, live 3 March).
Changes– Leavers: "Retirement (ill health)" is now a reason for leaving (HR-2047, live 5 March).
New features– Timesheets: managers can approve timesheets on their phone (HR-2052, live 10 March).
What users will notice– Part-time staff may see a different holiday balance from 3 March. [CHECK] The ticket doesn't say whether balances were recalculated or only displayed differently.
Every ticket appears once, under the right heading, and the AI has flagged what it couldn't know instead of guessing.
If something's wrong, copy a fix
Something's missing
Compare your draft with the inputs. List any item that isn't in the draft, then add each one under the right heading.
Items are combined
You've combined separate items. Rewrite it with one bullet per item from the inputs.
Something's been In plain EnglishAn AI hallucination happens when an AI system generates information that is incorrect, fabricated or unsupported, but presents it as though it were accurate.Practical takeawayCheck important claims against reliable sources, particularly names, dates, statistics and references.Read the full entry
Remove anything that isn't in the inputs. If something seems to be missing, write [CHECK] and say what.
It's too long
Shorten this to about half the length. Keep every item; cut words, not content.
The tone is wrong
Rewrite this for the reader in plain language. Keep the same content and headings.
The headings are wrong
Use exactly these headings, in this order: your headings. Move each item under the right one.
If you need the same fix twice, add it to your brief as a rule, so next time starts right.
FROM THE FIELD
The In plain EnglishHuman-in-the-loop means involving a person in an AI-supported process to review, guide, approve or correct an action or decision.Practical takeawayPut human review where it can genuinely influence the outcome.Read the full entry is what makes this safe to use, so it's worth doing properly.
Tick each one as you check the draft:
- Every item in the inputs is in the draft
- Nothing is in the draft that isn't in the inputs
- Figures, dates and names match the inputs
- Nothing is described as more, or less, than it is
- Every [CHECK] is resolved
- It reads right for its audience
- None of the details you removed have crept back in
- Any labelling your organisation In plain EnglishAI governance is the collection of policies, responsibilities, processes and controls an organisation uses to manage how AI is developed, introduced and used.Practical takeawayAssign clear ownership, document important decisions and match the level of oversight to the potential impact of the AI system.Read the full entry for AI-assisted content is added
0 of 8 checked
FROM THE FIELD
FROM THE FIELD
An In plain EnglishAI output is the result produced by an AI system in response to an input or task. It might be text, an image, code, a classification, a summary or a recommendation.Practical takeawayCheck the output against your brief and original sources, then edit or verify it before sharing or acting on it.Read the full entry always needs a person's check before it's used. Checking your own work is fine for personal tasks; leave a gap between drafting and checking if you can.
Review AI-Assisted Content Before PublishingOne run is a first look, not proof. Your pack includes a simple record for your next three runs if you want to be sure.
Want to see what the time is worth over a year? AI Value Calculator
YOUR WORKFLOW PACK
Your pack so far
Save it as a PDF and keep it with the task. It has everything you need for next time.
This fills in as you go.
YOUR BRIEF
Draft [what the draft is] for [who it's for], so they can [what they need to do or know]. Use only the inputs I paste below. Don't add facts, figures or examples that aren't in them. Use these headings, in this order: [headings]. One bullet per item, and never combine items. Describe each item only in the words the inputs use. If something is missing or unclear, write [CHECK] and say what's missing. Don't guess. If two inputs conflict, show both and write [CHECK]. Length: [length]. Tone: [tone]. Never: Send, publish or suggest actions on anyone's behalf. Inputs:
FIXES TO KEEP HANDY
Something's missing
Compare your draft with the inputs. List any item that isn't in the draft, then add each one under the right heading.
Items are combined
You've combined separate items. Rewrite it with one bullet per item from the inputs.
Something's been added
Remove anything that isn't in the inputs. If something seems to be missing, write [CHECK] and say what.
It's too long
Shorten this to about half the length. Keep every item; cut words, not content.
The tone is wrong
Rewrite this for the reader in plain language. Keep the same content and headings.
The headings are wrong
Use exactly these headings, in this order: your headings. Move each item under the right one.
YOUR CHECKLIST
- Every item in the inputs is in the draft
- Nothing is in the draft that isn't in the inputs
- Figures, dates and names match the inputs
- Nothing is described as more, or less, than it is
- Every [CHECK] is resolved
- It reads right for its audience
- None of the details you removed have crept back in
- Any labelling your organisation requires for AI-assisted content is added
TODAY'S RESULT
- The task
- Every [frequency], I turn [what you start with] into [what you produce] for [who it's for].
- Task check
- Not answered yet
- Usual time
- Not answered yet
- Today's run
- Not answered yet
- Difference
- Not answered yet
- Quality compared with last time
- Not answered yet
- Decision
- Not answered yet
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My AI workflow pack
Every [frequency], I turn [what you start with] into [what you produce] for [who it's for].
Next time
- Gather the inputs and remove what's on your list: names, IDs and other sensitive details.
- Open your AI tool in a new chat. Paste your brief, then the inputs.
- If something's wrong, use the fixes below.
- Check the draft against your checklist. You check it before it goes to its audience.
Your brief
Draft [what the draft is] for [who it's for], so they can [what they need to do or know]. Use only the inputs I paste below. Don't add facts, figures or examples that aren't in them. Use these headings, in this order: [headings]. One bullet per item, and never combine items. Describe each item only in the words the inputs use. If something is missing or unclear, write [CHECK] and say what's missing. Don't guess. If two inputs conflict, show both and write [CHECK]. Length: [length]. Tone: [tone]. Never: Send, publish or suggest actions on anyone's behalf. Inputs:
Fixes to keep handy
Something's missing. Compare your draft with the inputs. List any item that isn't in the draft, then add each one under the right heading.
Items are combined. You've combined separate items. Rewrite it with one bullet per item from the inputs.
Something's been added. Remove anything that isn't in the inputs. If something seems to be missing, write [CHECK] and say what.
It's too long. Shorten this to about half the length. Keep every item; cut words, not content.
The tone is wrong. Rewrite this for the reader in plain language. Keep the same content and headings.
The headings are wrong. Use exactly these headings, in this order: your headings. Move each item under the right one.
Your checklist
- □ Every item in the inputs is in the draft
- □ Nothing is in the draft that isn't in the inputs
- □ Figures, dates and names match the inputs
- □ Nothing is described as more, or less, than it is
- □ Every [CHECK] is resolved
- □ It reads right for its audience
- □ None of the details you removed have crept back in
- □ Any labelling your organisation requires for AI-assisted content is added
Checked by ________ Date ________
Today's result
| The task | Every [frequency], I turn [what you start with] into [what you produce] for [who it's for]. |
|---|---|
| Task check | Not answered yet |
| Usual time | Not answered yet |
| Today's run | Not answered yet |
| Difference | Not answered yet |
| Quality compared with last time | Not answered yet |
| Decision | Not answered yet |
Your next three runs (optional)
Time the next three runs to see whether the saving holds.
| Run | Minutes | Fixes needed | Notes |
|---|---|---|---|
| 1 | |||
| 2 | |||
| 3 |
Measure it properly. Time the next three runs using the table in your PDF. One good run can mislead; three show whether the saving holds.
Map the whole task. If several people or systems are involved, map who does what at each stage. AI Workflow Builder
Compare drafts side by side. Put the AI draft next to a version you wrote yourself and judge them on the same points. Compare Two Drafts
Keep the check honest. Drafts that look good every time tempt you to skim. Don't automate the final send until the workflow has proved itself.
A NOTE ON DATA
Use an AI tool your organisation has approved, and only with information you're allowed to share. The examples use a fictional organisation; your results will depend on your task and your tools.