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List what to shut off when an employee leaves

  • For Small business owners
  • You practice Giving the right context
  • Time about 5 minutes

About this exercise

Your office manager leaves Friday. Make the offboarding checklist from your notes: exactly 6 numbered steps, each ending with '(by: name, when)'. Include the shared things she knows, not just her own accounts. Use only people from the notes. Plain text, under 140 words.

Common mistakes when you ask AI for this

  • A generic HR checklist. The AI lists exit interviews and benefits, not your accounts. Try: Say: "Only steps from my notes, with the accounts and shared logins listed there."
  • Locking yourself out. The AI removes the admin first because that's the obvious step. Try: Add: "Add another email admin before removing Dana."
  • No owner or timing. A checklist without who and when doesn't get done by Friday. Try: Show the end of each line: "(by: name, when)."
  • Too many steps. The AI lists 15 items, one per tiny task. Try: Be exact: "Exactly 6 numbered steps; group shared logins into one step."
  • Letting markdown in. AI adds bold and headings by default, and in a printed checklist they show up as stray symbols. Try: Add: "Plain text only, no bold, no headings."

What a strong prompt includes

  • Asks for owner and timing
  • Covers shared logins
  • Orders the admin step
  • Says exactly how many
  • Asks for plain text

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