AI Blocks › Write down how work gets done
Process change note writer
Paste what is changing and why. Get the note that tells the team what to do differently, from when.
Process change note writer is a free AI prompt for the job "Write down how work gets done". Give the instructions to an AI assistant that supports the required files and tools, then review its output.
Free · No account · Made by AI Blocks · Level: beginner · Thinking: low
What it does
A process changes and half the team keeps doing it the old way for a month. The note that announced it was three paragraphs of background with the actual change in the middle, and nobody could tell whether it applied to them. This prompt puts the change and the date in the first line. It says the reason once, plainly, even when the reason is a mistake. It writes one short block per affected role, each starting "If you are", so people find their part and stop reading. It covers work already in flight, names the owner and where to ask, and gives you a subject line and a chat line under twelve words. The old-versus-new table at the end is for the people who want the detail.
You give it
- The old way and the new way
- The date it starts
- The honest reason
- Who is affected and who owns it (advised)
You get
- A note under 300 words with the change in the first line
- A block per affected role
- A subject line, a chat line and an old-versus-new table
Use it when
- You changed how refunds, orders or handovers work and need everyone doing it the new way from Monday.
- A mistake happened and the fix is a new step.
- A new tool replaces an old one and people need to know what to do on day one.
How to use it
- Copy the prompt, then paste it into Claude, ChatGPT or Gemini with the change under it.
- Add the date, the reason and the roles affected.
- Read the first line. If someone reading only that would still do the wrong thing, fix your input.
- Send the note, post the chat line, and pin the old-versus-new table where the work happens.