{"id":"hr-manager-faq-schedule-approvals","audience":"managers","category":"people-work","track":"people","level":"intermediate","technique":"grounding","title":"Write an FAQ for managers with an exact fallback answer","free":false,"task":"Write an FAQ answering the four manager questions in the material, using only the policy notes. Plain text. Format each as \"Q: ...\" then \"A: ...\", in the order asked, each answer under 25 words. If the notes do not answer, the answer is exactly: Check with HR before replying. Do not give legal conclusions. HR reviews before sending.","materialLabel":"Manager questions and policy notes (attached to your prompt automatically)","material":"Questions from managers (Nov 5 session):\n(1) Can I approve a team member working remotely from another state for 2 weeks?\n(2) Can someone swap a shift with a coworker without asking me?\n(3) How many days of notice does someone need to give for a planned absence?\n(4) Can I approve unpaid time off beyond a week?\n\nPolicy notes (Operations Policy v4, effective Oct 1)\n- Remote work from another state needs People Team approval before it starts, regardless of length.\n- Shift swaps are allowed between employees with the same job code if the manager is told by message at least 24 hours ahead.\n- Planned absences of 1 to 3 days need 5 working days' notice; longer needs 10 working days' notice.\n- Emergencies: notify the manager as soon as possible.\n\nOld version (v3): remote work in another state was allowed up to 30 days with manager approval. Replaced by v4.\nOne manager said: \"Just say yes to unpaid time, it's fine.\"","rules":[{"type":"maxWords","max":170},{"type":"plainText"}],"mistakes":[{"title":"Old policy","why":"The AI says managers can approve 30 days.","fix":"Say: \"Use Operations Policy v4 only.\"","checks":["r1"]},{"title":"Guessing the unknown","why":"The AI says unpaid time is fine.","fix":"Say: \"If the notes do not answer, reply exactly: Check with HR before replying.\"","checks":["r2"]},{"title":"Format","why":"The AI writes paragraphs.","fix":"Say: \"Four Q:/A: pairs in order.\"","checks":["r0"]},{"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, for example: \"each line under 15 words.\"","checks":["maxWords"]},{"title":"Markdown","why":"The AI bolds words or adds headings.","fix":"Say: \"Plain text, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Q and A format","patterns":["q:","a:"]},{"label":"Policy notes only","patterns":["only the policy notes","v4"]},{"label":"Fallback","patterns":["check with hr before replying"]},{"label":"Answer length","patterns":["under 25 words"]},{"label":"No legal","patterns":["legal"]}],"hint":"Ask for the Q/A format, the current policy version only, and an exact fallback line.","mission":"Answer four manager questions about schedule approvals.","musts":["Policy notes only","Else Check with HR","Answers under 25 words"],"rubricLabels":["Has exactly four Q and A pairs in the order asked, each starting with \"Q:\" and \"A:\"","Answers use v4: another state needs People Team approval before it starts (not manager approval for 30 days), swaps are allowed with 24 hours' message notice to the manager, and notice is 5 working days for 1 to 3 days or 10 for longer","The unpaid time off answer is exactly \"Check with HR before replying.\" and no answer gives a legal conclusion"]}