Get 2,000 people onto the new sign-in without flooding the helpdesk

About this exercise

On Monday, Nov 16 the old password sign-in switches off for all 2,000 employees, and the last rollout produced 900 helpdesk tickets. Write the all-staff email from you, Sam Okoye (IT Support). Plain text, under 140 words, no jargon. The first line must be exactly: Subject: Set up your new sign-in by Fri, Nov 13. Say the ONE thing to do and the date in the next two lines. Give exactly 3 numbered steps. Say calmly what happens if someone does not. The last line starts with "Help:" and says where to get help. No greeting or thank-you, and nothing about how the technology works or the last rollout.

Common mistakes when you ask AI for this

• Jargon in the announcement. The AI repeats the technical terms from the plan, and staff stop reading. Try: Add: "No jargon. Say passkey and sign-in, never the technical standard."
• No clear one thing and date. The AI explains the change first and puts the deadline in the middle or leaves it out. Try: Add: "Say the ONE thing to do and the date to do it by in the first two lines."
• Steps that are vague or too many. The AI writes a long how-to with sub-steps, or says "follow the instructions on the page". Try: Add: "Give exactly 3 numbered steps from the plan, and say it takes about 3 minutes."
• A scary tone. The AI writes "URGENT: you WILL be locked out!" which sends people straight to the helpdesk. Try: Add: "Say calmly what happens if they do not. The last line starts with Help: and says where to get help."
• Trusting the AI to count words. AI writes a long announcement with bold headings and bullet lists when you only say "short". Try: Say "under 120 words, plain text" and cap the parts, like "one sentence each".

What a strong prompt includes

• Says who it is for
• Puts one thing and one date first
• Asks for exactly 3 numbered steps
• Asks for plain language and a calm tone
• Covers what happens and where to get help

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