{"id":"hr-hybrid-policy-change-notice","audience":"hr","category":"writing-emails","track":"writing","technique":"context","title":"Announce a hybrid work policy change with clear actions","free":false,"task":"You're announcing a change to the hybrid work policy to all office staff. Write one opening sentence with what changes and the corrected start date, then exactly 3 numbered actions employees need to take, then one line on where to ask about accommodations, plain text, under 90 words. Leave out the leadership debate and anything not final.","materialLabel":"Policy change notes (attached to your prompt automatically)","material":"Hybrid policy update - Cedar Freight office staff (not warehouse)\n\nWhat's changing:\n- Office days go from 2 to 3 per week: Tuesday, Wednesday, Thursday.\n- Start date: Monday, March 2.\n  CORRECTION (Feb 6, COO): start moves to Monday, March 16 to give people time to arrange childcare and commutes.\n\nWhat employees need to do:\n- Update your recurring schedule in the HR portal by March 9.\n- Book a desk in the desk app for your office days (desks aren't assigned anymore).\n- If you have an existing remote-work agreement, your manager will contact you by Feb 27; no action needed.\n\nAccommodations: anyone who needs an accommodation should contact HR at hr@cedarfreight.example. Requests are handled case by case (check with HR; we can't promise outcomes in this note).\n\nNot final (don't mention):\n- Possible Friday parking discount.\n- Leadership debated 4 days; settled on 3. Some leaders still want 4.\n\nTone: clear and neutral. People are already unhappy about this.","rules":[{"type":"numberedItems","count":3},{"type":"maxWords","max":90},{"type":"plainText"}],"mistakes":[{"title":"Asking for 'an announcement'","why":"The AI writes several paragraphs with bold headings and a rationale section.","fix":"Be exact: \"One opening sentence, exactly 3 numbered actions, one line on accommodations. Plain text.\"","checks":["numberedItems","plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each part instead: \"each line under 16 words.\"","checks":["maxWords"]},{"title":"Using the original date","why":"March 2 appears first, and the correction is easy to miss.","fix":"Add: \"Start date is March 16 (the COO's correction).\"","checks":["r0"]},{"title":"Vague actions","why":"The AI says 'please plan accordingly' instead of the concrete steps and dates.","fix":"Add: \"Actions: update schedule in the HR portal by March 9; book desks; remote agreements hear from managers by Feb 27.\"","checks":["r1"]},{"title":"Sharing what isn't final","why":"The AI mentions the parking discount or the debate to soften the news.","fix":"Add: \"Nothing not final: no parking discount, no 4-day debate.\"","checks":["r2"]}],"promptHints":[{"label":"Uses the corrected date","patterns":["march 16","correct","updated date"]},{"label":"Lists the actions","patterns":["\\b(3|three)\\b.{0,15}(action|step)","numbered"]},{"label":"Covers accommodations","patterns":["accommodation","hr@"]},{"label":"Leaves out what's not final","patterns":["not final","parking","debate","don'?t mention"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]}],"hint":"Unwelcome changes need clear facts and clear actions. Tell the AI the corrected date, the exact actions, the accommodations line, and what isn't final.","rubricLabels":["The opening sentence says office days go from 2 to 3 (Tue, Wed, Thu) starting Monday, March 16 (not March 2)","The 3 actions are updating the schedule in the HR portal by March 9, booking a desk in the desk app, and (for existing remote agreements) waiting for the manager to reach out by Feb 27","Ends with where to ask about accommodations (hr@cedarfreight.example) without promising outcomes, and never mentions the parking discount or the 4-day debate"]}