THE WORKFLOW CARD Understanding AI HQ free worksheet, version 1.1 (2026-11-11) Fill it in online, print it or get the PDF: Understanding AI HQ website, Learn > Worksheets HOW TO USE IT 1. Fill in the card for one task you do every week. 2. Run your standing instructions on three past examples (one easy, one messy, one tricky) and log what went wrong. 3. Keep the card where you'll find it next week, and re-test when your tool or model changes. ================================================================ 1. TASK ================================================================ WHAT THIS WORKFLOW DOES, IN ONE SENTENCE > HOW OFTEN YOU RUN IT > WHAT A GOOD RESULT LOOKS LIKE (SO YOU CAN JUDGE IT IN TWO MINUTES) > > ================================================================ 2. FIVE TESTS ================================================================ Tick all five before you build it. THIS TASK IS A GOOD FIT BECAUSE [ ] It repeats (weekly or more) [ ] The input looks similar each time [ ] I know what a good result looks like [ ] Mistakes are cheap to catch, and I'll check every output [ ] I'm allowed to paste this data into the tool I'll use ================================================================ 3. STEPS ================================================================ Mark who does each one. STEPS | What happens ---------------------------- | ------------ 1. Prepare the input (me) | ____ 2. Draft (AI) | ____ 3. Check (me) | ____ 4. Send, file or use it (me) | ____ ================================================================ 4. STANDING INSTRUCTIONS ================================================================ Paste these at the start of a new chat each time, or save them in your tool if it supports saved instructions. Keep the two rules below in every version. GOAL > RULES Start with: Use only the input below. Don't add facts, names or dates that aren't in it. If something I need is missing, write NOT IN INPUT. Never guess. > > OUTPUT FORMAT (EXACT) > > ================================================================ 5. CHECKLIST ================================================================ Run it on every output before you use it. EVERY TIME [ ] Every item can be traced to the input [ ] No invented names, dates or numbers [ ] Nothing important missing CHECKS SPECIFIC TO YOUR TASK > > ================================================================ 6. TEST LOG ================================================================ Run three past examples before you rely on it: one easy, one messy, one tricky. TEST LOG | What went wrong | Rule I changed -------------- | --------------- | -------------- Easy example | ____ | ____ Messy example | ____ | ____ Tricky example | ____ | ____ ================================================================ 7. VERSION ================================================================ TOOL AND MODEL USED > VERSIONS > > ---------------------------------------------------------------- A workflow makes results consistent and easy to check. It doesn't make them right: the check does. Don't paste confidential or personal information into a tool your organisation hasn't approved. ################################################################ # EXAMPLE ANSWERS ################################################################ THE WORKFLOW CARD Understanding AI HQ free worksheet, version 1.1 (2026-11-11) Fill it in online, print it or get the PDF: Understanding AI HQ website, Learn > Worksheets HOW TO USE IT 1. Fill in the card for one task you do every week. 2. Run your standing instructions on three past examples (one easy, one messy, one tricky) and log what went wrong. 3. Keep the card where you'll find it next week, and re-test when your tool or model changes. EXAMPLE ANSWERS. The example is the meeting-notes workflow from the guide. Its test log records what happened in our own test on 11 November 2026 with one Claude model; other tools may fail differently. ================================================================ 1. TASK ================================================================ WHAT THIS WORKFLOW DOES, IN ONE SENTENCE > Turns meeting notes into a short summary and an action table, ready to paste into an email. HOW OFTEN YOU RUN IT > After every team meeting, about twice a week. WHAT A GOOD RESULT LOOKS LIKE (SO YOU CAN JUDGE IT IN TWO MINUTES) > Every agreed action is listed once, with the owner and date exactly as said, and nothing invented. ================================================================ 2. FIVE TESTS ================================================================ Tick all five before you build it. THIS TASK IS A GOOD FIT BECAUSE [x] It repeats (weekly or more) [x] The input looks similar each time [x] I know what a good result looks like [x] Mistakes are cheap to catch, and I'll check every output [x] I'm allowed to paste this data into the tool I'll use ================================================================ 3. STEPS ================================================================ Mark who does each one. STEPS | What happens ---------------------------- | -------------------------------------------- 1. Prepare the input (me) | Paste the notes as text. Convert PDFs or Word files to text first. 2. Draft (AI) | Run the standing instructions in a new chat. 3. Check (me) | Check every row with the checklist. 4. Send, file or use it (me) | Resolve or forward the TO CONFIRM items, then send. ================================================================ 4. STANDING INSTRUCTIONS ================================================================ Paste these at the start of a new chat each time, or save them in your tool if it supports saved instructions. Keep the two rules below in every version. GOAL > Turn meeting notes into a short summary and an action table. RULES Start with: Use only the input below. Don't add facts, names or dates that aren't in it. If something I need is missing, write NOT IN INPUT. Never guess. > Use only the notes below. Do not add actions, names or dates that aren't in them. > If an owner or due date is missing or unclear, write NOT IN NOTES. Never guess. > One row per action. If one line holds two actions, split them. > Copy names and dates exactly as written. OUTPUT FORMAT (EXACT) > 1. SUMMARY: up to 5 bullet points, decisions or key facts only. > 2. ACTIONS: a table with columns # | Action | Owner | Due | From the notes (exact words, up to 15). > 3. TO CONFIRM: up to 5 things a person should check, or "None". ================================================================ 5. CHECKLIST ================================================================ Run it on every output before you use it. EVERY TIME [x] Every item can be traced to the input [x] No invented names, dates or numbers [x] Nothing important missing CHECKS SPECIFIC TO YOUR TASK > Read the action table, not just the summary (summaries can leave items out). > Anything changed later in the meeting shows its final version. > TO CONFIRM items resolved or sent on as questions. ================================================================ 6. TEST LOG ================================================================ Run three past examples before you rely on it: one easy, one messy, one tricky. TEST LOG | What went wrong | Rule I changed -------------- | -------------------------------------------- | --------------------------------------- Easy example | A one-line request turned "by Friday" into a date not in the notes | Copy names and dates exactly as written Messy example | A one-line request assumed an owner who had only said "maybe" | NOT IN NOTES, never guess Tricky example | A one-line request merged "write" and "send" into one action | One row per action; split them ================================================================ 7. VERSION ================================================================ TOOL AND MODEL USED > One Claude model (our test on 11 Nov 2026) VERSIONS > v1 (11 Nov 2026): first version, tested on three example notes. ---------------------------------------------------------------- A workflow makes results consistent and easy to check. It doesn't make them right: the check does. Don't paste confidential or personal information into a tool your organisation hasn't approved.