{"id":"mgr-x-knowledge-transfer-plan","audience":"managers","category":"planning","track":"productivity","technique":"context","title":"Plan a knowledge handoff before someone leaves","free":false,"task":"Your senior analyst leaves in 3 weeks, and you need a handoff plan. Write exactly 4 numbered lines in the form 'Topic - who learns it - by date', plain text, under 70 words. Only assign people who are around before the last day, and use the corrected last day.","materialLabel":"Your notes (attached to your prompt automatically)","material":"Handoff plan - Jun Park (Senior Pricing Analyst) leaving, Cedar Freight\n\nLast day: Friday, Mar 27.\n  UPDATE (HR, Mar 6): Jun's last day is Friday, Mar 20 (using remaining PTO). All handoffs must finish by Mar 20.\n\nWhat Jun owns:\n1. Monthly fuel surcharge calculation.\n2. Customer rate quotes over $50k.\n3. The carrier contract tracker spreadsheet.\n4. Quarterly pricing report for the CFO.\n\nTeam availability:\n- Ama (analyst): here the whole time. Good with spreadsheets.\n- Leo (analyst): on PTO Mar 9-20. Back Mar 23.\n- Rina (senior analyst, other team): can take one big item; available.\n- Me (Kim): can take the CFO report.\n\nSuggestion from Jun: Ama for the fuel surcharge and contract tracker, Rina for big quotes.","rules":[{"type":"numberedItems","count":4},{"type":"maxWords","max":70},{"type":"plainText"}],"mistakes":[{"title":"Asking for 'a transition plan'","why":"The AI writes a long doc with phases, checklists and headings.","fix":"Be exact: \"Exactly 4 numbered lines 'Topic - who - by date'. Plain text.\"","checks":["numberedItems","plainText","r2"]},{"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 line instead: \"each line under 14 words.\"","checks":["maxWords"]},{"title":"Using the old last day","why":"Mar 27 appears first, with the update below it.","fix":"Add: \"Jun's last day is Mar 20; every handoff finishes by then.\"","checks":["r0"]},{"title":"Assigning someone who's away","why":"Leo is on the team list, so the AI may assign him.","fix":"Add: \"Leo is on PTO until Mar 20; don't assign him.\"","checks":["r1"]}],"promptHints":[{"label":"Uses the corrected date","patterns":["mar(ch)? 20","update","last day"]},{"label":"Checks availability","patterns":["leo","pto","available","around"]},{"label":"Shows the line shape","patterns":["topic - who","by date","like ['\"]?1\\."]},{"label":"Sets the number of lines","patterns":["\\b(4|four)\\b.{0,15}(line|topic)"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]}],"hint":"Handoffs fail when they run past the last day or land on someone who's away. Tell the AI the real deadline, who's around, and the line shape.","rubricLabels":["Every 'by date' is on or before Mar 20 (none on Mar 27 or later)","Fuel surcharge and contract tracker go to Ama, quotes over $50k go to Rina, the CFO report goes to Kim (me), and Leo is not assigned anything","Each line follows 'Topic - who - by date', with no intro or extra notes"]}