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TABLE 5-7: THE WORKFLOW FOR PREPARING A MESSAGE OR A DOCUMENT

Step Output Quality gate

Are the purpose, the recipient, and the required
Define the task A request brief.
action clear?

Assemble the
A source pack. Are the versions and sources approved?
material

Organize the
A content map. Does the order of ideas serve the decision?
message

Generate A first draft. Did the draft respect the limits and the template?

Verify A reviewed draft. Are the names, figures, and dates correct?

Approve An approved version. Did the authorized person approve it?

Were the version, the attachments, and the record
Send and archive A stored pack.
kept?

▣ Practical example: a three-page memo from seven sources
Context: preparing a three-page memo from five files and two messages. Task: present

the situation, the options, and the decision required.
Approach: extract the facts into a source table, then build a structure, then draft, then
review the figures and commitments.
Why this design: separating extraction from writing reduces the mixing of facts with
interpretation.
Verification: check every claim against its source and mark information that is not
confirmed.

✕ Common misconception Correction

Write a brief of the situation, state the

message required, attach only the
Uploading a long message thread and necessary excerpts, and check any new
asking for “an appropriate reply”. commitment before sending. A model
cannot know which message in a thread is

still current.

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