Use Claude to Turn a Process Change into a Reviewable Staff Announcement

A process announcement has two jobs. It needs to explain what is changing and tell people what they need to do. If the source note is vague, a polished draft can make the gaps harder to notice.

This documentation-based guide uses Claude to turn an approved, fictional change note into a staff announcement draft. Claude’s help center lists writing and summarizing documents among its uses. The draft remains a draft. A manager or process owner must confirm the details before distribution.

Fictional source note

Use a short note like this, or a sanitized change note you are allowed to upload:

Process change: Starting 21 October, the operations team will use the new request form for software access requests.
Reason: The current email process loses required details.
Who is affected: Operations staff and the IT service desk.
What is confirmed: The form collects application name, manager, access level, and required-by date.
What is not confirmed: Whether old email requests will be accepted during the transition week.
Contact: Mina in Operations.

Draft the announcement

1. Open Claude and add the approved source note as text or an allowed file.
2. Add the prompt below.
3. Check the draft against the source note. Pay special attention to dates, affected teams, required actions, and transition details.
4. Ask the process owner to answer the open questions before the message is sent.

Turn the source note into a staff announcement draft.

Rules:
- Use only facts stated in the source note.
- Do not invent benefits, deadlines, training, support coverage, or a transition policy.
- Keep the date and affected groups exact.
- Separate confirmed details from open questions.
- Use plain English and short paragraphs.
- Do not make the reader responsible for deciding an unresolved policy.

Return:
1. Subject line
2. Announcement draft with these headings: What is changing, When, Who is affected, What to do, Help
3. Claim check with each operational claim mapped to a sentence in the source note
4. Open questions that must be answered before sending
5. A short version for an internal chat message

Acceptance check

The draft passes when the subject, date, affected groups, form fields, and contact match the source note. The unresolved transition-week policy must appear under open questions, not as an instruction. Remove any sentence that cannot be traced to the source.

Common problems

• Claude fills a gap with a sensible-sounding policy. Keep the open-question section and delete the invented sentence.
• The announcement becomes too long. Ask for the short version only after checking the full claim map.
• The draft sounds like a launch pitch. Replace benefit language with the practical change and the next action.

Use fictional or approved sanitized material. Do not paste employee records, private contact data, or confidential operational details into a service without checking your organization’s rules.

Evidence label: Documentation-based guide. The source note and example output structure are illustrative, not a captured Claude result.

Source

• What are some things I can use Claude for?