Capability template for people and HR

Internal change announcement

One decided change, announced well: managers briefed first, a message for each group in the right order, talking points, and the questions people will ask, answered only from the decision or marked open. Every message is a draft that a person approves and sends.

The outcome

People hear about a change in the right order, from the right person, and in words that match how much it affects them. Managers know before their teams do and have something to say when they are asked. The group whose daily work changes most hears first, in a meeting where people can ask questions; if no such meeting is planned, the pack says so before anything goes out.

Every message rests on the same numbered list of facts, so the version the warehouse hears matches the version the office reads. What stays the same is said as plainly as what changes. When people ask something the decision does not answer, the answer is not guessed in front of them: the question goes back to the person who decided, and a message says it is still open only once that person has confirmed it. Only questions the decision really leaves open are raised; nothing is invented to look thorough.

Some things never go into these messages. Anything about one person's job, pay, hours or terms of employment is held back and left to HR, and so is anything the brief marks as not for announcement.

Who starts the work, and when

The internal communications lead, the people lead or the operations lead runs it once a change is decided and before anyone outside the decision has been told, ideally a week or more ahead. It runs again when a fact changes or an open question gets its answer.

The person who made the decision approves the facts. The lead approves the wording. Each sender reads and sends their own message.

What they supply

  • The change brief: what is changing and when, why, what stays the same, who decided, the day it will be announced, any meetings or training already planned, who answers questions, and anything that is not for this announcement.
  • The audience list: each group affected, roughly how many people, what changes for them, how big a change it is for them, who tells them and how.
  • The company settings: working days, closed days, how far ahead managers are briefed and when the reminder and check-in go out.

What comes out

One announcement pack, ready for review:

  • the facts, numbered;
  • who hears first and when, dated in your working days;
  • a draft message for each group and each moment, with the facts it uses;
  • talking points for each person who tells a group or answers its questions;
  • the questions people will ask, each answered from the facts or marked as needing an answer;
  • what has been held back, and why;
  • checks on wording, on the size given to each group, and on any group that needs a meeting it does not yet have.

Nothing is sent, posted or scheduled.

An invented example

Illustrative example with invented data. The companies, the people, the system, the dates and the amounts below are all invented. Tallowmere Supply is an invented 130-person building-supplies distributor with two depots. In August it bought Fenbrook Fixings, an invented 12-person supplier with one branch. Tallowmere's people and operations coordinator prepares the announcement of one change: Fenbrook's branch moves onto Tallowmere's ordering system. First come the inputs the coordinator supplied, in full, then the pack the capability returned.

The inputs

1. Company settings

Today: Monday 9 November 2026
Run by: People and operations coordinator
Working days: Monday to Friday
Closed: Thursday 26 and Friday 27 November 2026
Manager briefing, reminder and check-in: the defaults
Facts approved by: Dana Okafor, operations director
Wording approved by: People and operations coordinator
HR contact: HR manager

2. The change brief (typed by the coordinator after a call with Dana)

Change: From Monday 7 December 2026, the Fenbrook branch keeps its stock
  and places and receives stock orders in Brindlestock, Tallowmere's
  ordering system.
Why: Since Tallowmere bought Fenbrook in August, the two companies keep
  stock records in different places. Tallowmere's depots cannot see
  Fenbrook's stock and Fenbrook cannot see Tallowmere's, so customers
  are sometimes told an item is out of stock when the other company has
  it. One system lets both companies see all the stock.
What changes:
  - Fenbrook's order spreadsheet takes its last orders on Friday
    4 December.
  - Branch orders over $2,500 are approved in Brindlestock by Tallowmere's
    purchasing team, within one working day, instead of by the branch
    manager.
  - Tallowmere's depots see Fenbrook's stock in Brindlestock from
    7 December.
What stays the same: The branch team, its manager, the counter, opening
  hours and customer accounts stay as they are. Nobody's job, pay or
  hours change. Tallowmere purchasing already approves its own orders
  in Brindlestock the same way.
Decided by: Dana Okafor, operations director, Tallowmere.
Announcement: Tuesday 17 November 2026. Dana tells the branch in person
  at the Fenbrook branch at 8:00.
Support: Brindlestock training at the Fenbrook branch, Monday 23 November
  or Wednesday 25 November, 9:00 to 11:00. Everyone at the branch
  attends one. Marisol books people in.
Questions: Marisol Reyes for anything about the branch; Owen Pike for
  Brindlestock and approvals.
Managers keep it to themselves until Dana has told the branch.
Not for this announcement:
  - Gil Ashby, Fenbrook's founder, retires at the end of the year. HR is
    announcing that separately in December.
  - We are looking at whether to give up Fenbrook's second storage unit
    next year. Nothing is decided.
Dana's draft opening: "It has been decided that Fenbrook will move onto
  Brindlestock. It's just a small tweak to how orders get placed."

3. The audience list (exported from the coordinator's planning sheet)

audience,people,what_changes_for_them,size_of_change,told_by,channel
Fenbrook branch staff,12,"Keep stock and place and receive orders in Brindlestock; orders over $2,500 approved by Tallowmere purchasing",major,"Marisol Reyes, branch manager",email
Tallowmere purchasing team,5,"Approve Fenbrook branch orders over $2,500 in Brindlestock within one working day",routine,"Owen Pike, purchasing lead",email
Everyone else at both companies,about 125,"Nothing in their own work; Fenbrook's stock shows in Brindlestock",routine,"Dana Okafor, operations director",all-staff email

The output

INTERNAL CHANGE ANNOUNCEMENT: Fenbrook's branch moves its stock and orders into Brindlestock

For: People and operations coordinator. Decided by: Dana Okafor, operations director. Announced Tuesday 17 November 2026; takes effect Monday 7 December 2026.
Prepared Monday 9 November 2026 from the change brief, the audience list (3 groups) and the settings, with defaults for the manager briefing channel (email).
Messages drafted: 6. Questions answered: 7. Answers needed: 2. Held out: 2. Checks: 3.
Scope: In scope: the change alters how work is done, and the brief states that nobody's job, pay or hours change (F9). Held out: 2 items; see below.

THE FACTS
F1. From Monday 7 December 2026, the Fenbrook branch keeps its stock and places and receives stock orders in Brindlestock, Tallowmere's ordering system.
F2. Since Tallowmere bought Fenbrook in August, the two companies keep stock records in different places.
F3. Tallowmere's depots cannot see Fenbrook's stock and Fenbrook cannot see Tallowmere's, so customers are sometimes told an item is out of stock when the other company has it.
F4. One system lets both companies see all the stock.
F5. Fenbrook's order spreadsheet takes its last orders on Friday 4 December 2026.
F6. Branch orders over $2,500 are approved in Brindlestock by Tallowmere's purchasing team, within one working day, instead of by the branch manager.
F7. Tallowmere's depots see Fenbrook's stock in Brindlestock from 7 December.
F8. The branch team, its manager, the counter, opening hours and customer accounts stay as they are.
F9. Nobody's job, pay or hours change.
F10. Tallowmere's purchasing team already approves its own orders in Brindlestock the same way.
F11. Dana Okafor, operations director at Tallowmere, decided the change.
F12. Dana tells the branch in person at the Fenbrook branch at 8:00 on Tuesday 17 November 2026.
F13. Brindlestock training runs at the Fenbrook branch on Monday 23 November or Wednesday 25 November 2026, 9:00 to 11:00. Everyone at the branch attends one. Marisol Reyes, branch manager, books people in.
F14. Questions about the branch go to Marisol Reyes, branch manager; questions about Brindlestock and approvals go to Owen Pike, purchasing lead.
F15. Managers keep the change to themselves until Dana has told the branch.
F16. For everyone else at both companies, nothing changes in their own work.

WHO HEARS FIRST, AND WHEN
1. Friday 13 November 2026. Marisol Reyes and Owen Pike. Manager briefing, from Dana Okafor, by email. Message 1.
2. Tuesday 17 November 2026, 8:00. Fenbrook branch staff. Meeting at the branch, from Dana Okafor, in person. Talking points.
3. Tuesday 17 November 2026, after entry 2. Fenbrook branch staff. Team message, from Marisol Reyes, by email. Message 2.
4. Tuesday 17 November 2026, after entry 3. Tallowmere purchasing team. Team message, from Owen Pike, by email. Message 3.
5. Tuesday 17 November 2026, after entry 4. Everyone else at both companies. Announcement, from Dana Okafor, by all-staff email. Message 4.
6. Monday 23 or Wednesday 25 November 2026, 9:00 to 11:00. Fenbrook branch staff. Brindlestock training at the branch, one session each, booked by Marisol Reyes, in person. From the brief.
7. Thursday 3 December 2026. Fenbrook branch staff. Reminder, from Marisol Reyes, by email. Message 5.
8. Monday 7 December 2026. All three groups. The change takes effect. From the brief.
9. Monday 21 December 2026. Fenbrook branch staff. Check-in, from Dana Okafor, by email. Message 6.
Every group rated major has a meeting.

MESSAGES
Message 1. To Marisol Reyes, branch manager, and Owen Pike, purchasing lead. From Dana Okafor, operations director. Email, Friday 13 November 2026. Size of change: briefing for the senders; their groups are Fenbrook branch staff (major) and Tallowmere purchasing team (routine).
Subject: Before Tuesday: Fenbrook's move to Brindlestock
Marisol, Owen,

I want you both to hear this from me before your teams do. I have decided that from Monday 7 December, the Fenbrook branch will keep its stock and place and receive its stock orders in Brindlestock, Tallowmere's ordering system. I will tell the branch in person at 8:00 on Tuesday 17 November. Please keep this to yourselves until then.

Why: since Tallowmere bought Fenbrook in August, our two companies have kept stock records in different places. Our depots cannot see Fenbrook's stock and Fenbrook cannot see ours, so customers are sometimes told an item is out of stock when the other company has it. One system lets both companies see all the stock.

What changes:
- Fenbrook's order spreadsheet takes its last orders on Friday 4 December.
- Branch orders over $2,500 will be approved in Brindlestock by Tallowmere's purchasing team, within one working day, instead of by the branch manager. Owen, your team already approves its own orders in Brindlestock the same way.
- Our depots will see Fenbrook's stock in Brindlestock from 7 December.

What stays the same: the branch team, its manager, the counter, opening hours and customer accounts. Nobody's job, pay or hours change.

Marisol, Brindlestock training runs at the branch on Monday 23 November or Wednesday 25 November, 9:00 to 11:00. Everyone at the branch attends one, and you book people in.

On Tuesday, after I have spoken to the branch, Marisol writes to the branch team and Owen to the purchasing team. Questions about the branch go to Marisol; questions about Brindlestock and approvals go to Owen.

[Before sending, Dana confirms Q4 and Q5 are still open. If they are: "Two things are not settled yet: what happens to spreadsheet orders that have not arrived by 7 December, and who approves branch orders of $2,500 or less. If you are asked, say I will pass on the answers." If either has been decided, put the answer here.]

Dana
Facts used: F1, F2, F3, F4, F5, F6, F7, F8, F9, F10, F11, F12, F13, F14, F15. For the people and operations coordinator to approve and Dana Okafor to send.

Message 2. To Fenbrook branch staff. From Marisol Reyes, branch manager. Email, Tuesday 17 November 2026, after entry 2. Size of change: major.
Subject: Brindlestock from Monday 7 December: what it means for us
Hi all,

Here in writing is what Dana told us this morning. From Monday 7 December, we keep our stock and place and receive our stock orders in Brindlestock, Tallowmere's ordering system. Dana Okafor, operations director, made the decision.

Why: since Tallowmere bought Fenbrook in August, the two companies have kept stock records in different places. We cannot see Tallowmere's stock and their depots cannot see ours, so customers are sometimes told an item is out of stock when the other company has it. One system lets both companies see all the stock.

What changes for us: orders over $2,500 will be approved in Brindlestock by Tallowmere's purchasing team, within one working day, instead of by me.

What stays the same: our team, the counter, opening hours and customer accounts. Nobody's job, pay or hours change.

What you need to do:
- Come to one Brindlestock training session here at the branch: Monday 23 November or Wednesday 25 November, 9:00 to 11:00. I will book you in.
- Place your last spreadsheet orders by Friday 4 December. From Monday 7 December, orders go through Brindlestock.

[Before sending, Dana confirms Q4 and Q5 are still open. If they are: "Not settled yet: what happens to spreadsheet orders that have not arrived by 7 December, and who approves our orders of $2,500 or less. I will pass on the answers when I have them." If either has been decided, put the answer here.]

Questions about the branch: ask me. Questions about Brindlestock and approvals: Owen Pike, purchasing lead.

Marisol
Facts used: F1, F2, F3, F4, F5, F6, F8, F9, F11, F12, F13, F14. For the people and operations coordinator to approve and Marisol Reyes to send.

Message 3. To Tallowmere purchasing team. From Owen Pike, purchasing lead. Email, Tuesday 17 November 2026, after entry 3. Size of change: routine.
Subject: Approving Fenbrook branch orders from 7 December
Hi team,

From Monday 7 December, the Fenbrook branch keeps its stock and places and receives its stock orders in Brindlestock. Dana Okafor, operations director, made the decision and told the branch this morning.

Why: since Tallowmere bought Fenbrook in August, the two companies have kept stock records in different places. Neither can see the other's stock, so customers are sometimes told an item is out of stock when the other company has it. One system lets both companies see all the stock.

What changes for us: we approve Fenbrook branch orders over $2,500 in Brindlestock, within one working day. Until now the branch manager approved them. We already approve our own orders in Brindlestock the same way.

Nobody's job, pay or hours change.

[Before sending, Dana confirms Q5 is still open. If it is: "Not settled yet: who approves Fenbrook branch orders of $2,500 or less. I will pass on the answer when I have it." If it has been decided, put the answer here.]

Questions about the branch go to Marisol Reyes, branch manager. Questions about Brindlestock and approvals come to me.

Owen
Facts used: F1, F2, F3, F4, F6, F9, F10, F11, F12, F14. For the people and operations coordinator to approve and Owen Pike to send.

Message 4. To everyone else at both companies. From Dana Okafor, operations director. All-staff email, Tuesday 17 November 2026, after entry 4. Size of change: routine.
Subject: Fenbrook's stock moves into Brindlestock on 7 December
Hello everyone,

I have decided that from Monday 7 December, the Fenbrook branch will keep its stock and place and receive its stock orders in Brindlestock, Tallowmere's ordering system. I told the Fenbrook team in person this morning.

Since Tallowmere bought Fenbrook in August, our two companies have kept stock records in different places. Tallowmere's depots cannot see Fenbrook's stock and Fenbrook cannot see Tallowmere's, so customers are sometimes told an item is out of stock when the other company has it. One system lets both companies see all the stock.

Nothing changes in your own work. From 7 December, Tallowmere's depots will see Fenbrook's stock in Brindlestock. Nobody's job, pay or hours change.

Questions about the branch go to Marisol Reyes, branch manager. Questions about Brindlestock go to Owen Pike, purchasing lead.

Dana Okafor, operations director
Facts used: F1, F2, F3, F4, F7, F9, F11, F12, F14, F16. For the people and operations coordinator to approve and Dana Okafor to send.

Message 5. To Fenbrook branch staff. From Marisol Reyes, branch manager. Email, Thursday 3 December 2026. Size of change: major.
Subject: Last spreadsheet orders tomorrow; Brindlestock from Monday
Hi all,

A reminder: tomorrow, Friday 4 December, is the last day to place orders on the spreadsheet. From Monday 7 December, we keep our stock and place and receive our orders in Brindlestock. Orders over $2,500 are approved in Brindlestock by Tallowmere's purchasing team, within one working day.

[Add the answer to Q4, on spreadsheet orders that have not arrived by 7 December, once Dana has decided it.]
[Add the answer to Q5, on who approves orders of $2,500 or less, once Dana has decided it.]

Questions about the branch: ask me. Questions about Brindlestock and approvals: Owen Pike, purchasing lead.

Marisol
Facts used: F1, F5, F6, F14. For the people and operations coordinator to approve and Marisol Reyes to send.

Message 6. To Fenbrook branch staff. From Dana Okafor, operations director. Email, Monday 21 December 2026. Size of change: major.
Subject: Two weeks on Brindlestock
Hello all,

On Monday 7 December the branch began keeping its stock and placing and receiving its orders in Brindlestock.

[Add what has happened since 7 December, from Marisol and Owen, before this is sent. This draft reports no result.]

[If you want to invite replies or feedback, Dana, add how people should send it.]

Questions about the branch go to Marisol Reyes, branch manager. Questions about Brindlestock and approvals go to Owen Pike, purchasing lead.

Dana
Facts used: F1, F14. For the people and operations coordinator to approve and Dana Okafor to send.

TALKING POINTS
Dana Okafor, operations director, for Fenbrook branch staff, meeting on Tuesday 17 November 2026, 8:00:
- What changes, and when: from Monday 7 December, the branch keeps its stock and places and receives its orders in Brindlestock. The spreadsheet takes its last orders on Friday 4 December. Orders over $2,500 are approved by Tallowmere's purchasing team within one working day, instead of by the branch manager.
- Who decided: you. Say so at the start.
- Why: since August the two companies have kept stock in different places; neither can see the other's, so customers are sometimes told an item is out of stock when the other company has it. One system shows all the stock.
- What stays the same: the branch team, its manager, the counter, opening hours and customer accounts. Nobody's job, pay or hours change.
- What people need to do: one Brindlestock training session at the branch, Monday 23 or Wednesday 25 November, 9:00 to 11:00, booked by Marisol.
- If asked something the facts do not answer: say you will pass on the answer. Answer Q4 (spreadsheet orders not yet arrived) and Q5 (approval of orders of $2,500 or less) before Tuesday if you can; if either is still open, say so.
Facts used: F1, F2, F3, F4, F5, F6, F8, F9, F11, F12, F13.

Marisol Reyes, branch manager, for Fenbrook branch staff, questions from Tuesday 17 November 2026:
- What changes, and when: Brindlestock for stock and orders from Monday 7 December; last spreadsheet orders Friday 4 December; orders over $2,500 approved by Tallowmere's purchasing team within one working day, instead of by you.
- Who decided: Dana Okafor, operations director.
- Why: the two companies cannot see each other's stock, so customers are sometimes told an item is out of stock when the other company has it.
- What stays the same: the team, the counter, opening hours and customer accounts. Nobody's job, pay or hours change.
- What people need to do: one training session, Monday 23 or Wednesday 25 November, 9:00 to 11:00, which you book.
- If asked something the facts do not answer: say you will pass the question to Dana and come back with the answer. Open: Q4 and Q5; say they are not settled only once Dana has confirmed they are open.
Facts used: F1, F3, F5, F6, F8, F9, F11, F13.

Owen Pike, purchasing lead, for Tallowmere purchasing team, questions from Tuesday 17 November 2026:
- What changes, and when: from Monday 7 December, the team approves Fenbrook branch orders over $2,500 in Brindlestock within one working day.
- Who decided: Dana Okafor, operations director.
- Why: one system lets both companies see all the stock.
- What stays the same: the team already approves its own orders in Brindlestock the same way. Nobody's job, pay or hours change.
- What people need to do: from Monday 7 December, approve Fenbrook branch orders over $2,500 in Brindlestock within one working day.
- If asked something the facts do not answer: say you will pass the question to Dana and come back with the answer. Open: Q5; say it is not settled only once Dana has confirmed it is open.
Facts used: F1, F4, F6, F9, F10, F11.

QUESTIONS PEOPLE WILL ASK
Q1. Why are we changing? (asked by: Fenbrook branch staff; everyone else at both companies)
Answer: The two companies keep stock records in different places, so neither can see the other's stock and customers are sometimes told an item is out of stock when the other company has it. One system lets both companies see all the stock. (F2, F3, F4)
Q2. Who decided this? (asked by: all three groups)
Answer: Dana Okafor, operations director at Tallowmere. (F11)
Q3. What do I have to do, and by when? (asked by: Fenbrook branch staff)
Answer: Attend one Brindlestock training session at the branch, Monday 23 or Wednesday 25 November, 9:00 to 11:00, booked by Marisol Reyes. Place the last spreadsheet orders by Friday 4 December. Use Brindlestock from Monday 7 December. (F1, F5, F13)
Q4. What happens to spreadsheet orders that have not arrived by 7 December? (asked by: Fenbrook branch staff)
ANSWER NEEDED from Dana Okafor: whether those orders are received on the spreadsheet or entered into Brindlestock, and by whom (the spreadsheet takes its last orders on 4 December and Brindlestock starts on 7 December, F1, F5). Until then: Messages 1 and 2 carry a note for Dana to confirm it is open or add the answer; the talking points pass the question to Dana; Message 5 carries a note to add it.
Q5. Who approves branch orders of $2,500 or less? (asked by: Fenbrook branch staff; Tallowmere purchasing team)
ANSWER NEEDED from Dana Okafor: whether branch orders of $2,500 or less need approval in Brindlestock, and if so whose (approval of orders over $2,500 moves from the branch manager to Tallowmere's purchasing team, F6; nothing is said of smaller orders). Until then: Messages 1, 2 and 3 carry a note for Dana to confirm it is open or add the answer; the talking points pass the question to Dana; Message 5 carries a note to add it.
Q6. What stays the same? (asked by: all three groups)
Answer: The branch team, its manager, the counter, opening hours and customer accounts stay as they are. Tallowmere's purchasing team already approves its own orders in Brindlestock the same way. (F8, F10)
Q7. Does this change my job, pay or hours? (asked by: all three groups)
Answer: Nobody's job, pay or hours change. (F9)
Q8. Who approves orders over $2,500, and how long does it take? (asked by: Fenbrook branch staff; Tallowmere purchasing team)
Answer: Tallowmere's purchasing team, in Brindlestock, within one working day. (F6)
Q9. Who do I ask? (asked by: all three groups)
Answer: Marisol Reyes, branch manager, for anything about the branch; Owen Pike, purchasing lead, for Brindlestock and approvals. (F14)

ANSWERS NEEDED FROM DANA OKAFOR
Q4: whether spreadsheet orders that have not arrived by 7 December are received on the spreadsheet or entered into Brindlestock, and by whom.
Q5: whether branch orders of $2,500 or less need approval in Brindlestock, and if so whose.

HELD OUT OF EVERY MESSAGE
1. An item about one person's employment (the first line under "Not for this announcement"). Reason: about one person's employment; HR announces it separately. If asked: managers say nothing beyond this announcement and pass the question to the HR manager.
2. Whether to give up Fenbrook's second storage unit next year. Reason: not for this announcement, as the brief says, and not yet decided. If asked: managers say nothing beyond this announcement and pass the question to Dana Okafor.

CHECKS FOR THE PEOPLE AND OPERATIONS COORDINATOR
1. Decision with no name, and shrinking a change. Dana's draft opening in the brief. "It has been decided" names no one, and "just a small tweak" understates a change rated major for Fenbrook branch staff. The drafts do not use it; Messages 1 and 4 open with "I have decided" instead. Dana decides which opening she uses.
2. Size may be low. Tallowmere purchasing team, rated routine on the audience list. The team takes on a new task, approving Fenbrook branch orders over $2,500 within one working day (F6), which meets noticeable. The size and the sequence are left as given. If you rate it noticeable, the purchasing team also gets a reminder from Owen Pike on Thursday 3 December and the check-in from Dana Okafor on Monday 21 December.
3. Date near a likely closure. Message 6, the check-in on Monday 21 December 2026, falls in the weeks before the year end, and the settings list no closed days after 27 November. Confirm that the branch and Dana are working that day, or move the check-in.

Drafts for the people and operations coordinator to review. Dana Okafor approves the facts; each sender sends their own message. Nothing has been sent, posted or scheduled.

Where it fits

  • People and HR, which looks after how staff hear about changes to their work and owns every announcement about a person's employment.
  • Leadership, where the person who decided puts their own name on the change and answers for it.
  • Logistics and trade, where a change to how stock is kept or ordered lands differently at the depot, the counter and the office.
  • Manufacturing, where shifts, sites and the office each need their own version of the same change.
  • Professional services, where a new system or process reaches partners, fee earners and support staff on different days.
  • Software and technology, where tools and team structures change often and a single post in a chat channel is tempting.
  • Acquisitions & integration, when two companies' teams move onto one way of working.
  • Growth & scaling, when the company outgrows the habits that worked at twenty people and has to tell everyone what replaces them.

What has to change for your company

Decide how far ahead managers hear and when the reminder and the check-in go out; the template starts from careful defaults. Write down what counts as a routine, noticeable or major change for your people. Name the channels you actually use, and who approves facts and wording. Name the HR contact who takes anything held back about a person's employment. Add your own words to the lists the drafts avoid. It runs in ChatGPT, Claude, Copilot or Gemini from the brief and the list you supply; it needs no connection to email, chat or your HR system.

What has been checked

Fully Powered AI wrote this capability template. It was editorially reviewed on 9 November 2026. It was tried on its invented example in Claude on 10 November 2026, and the record of that run is published with the template. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.

Testing in your environment means running it on two or three past changes your team remembers well, plus hard cases written in advance, each with the result you expect: a brief with no decision owner, a group rated routine whose work clearly changes, a question the decision never answered, a brief that slips in a line about someone leaving. The person who decided reads every message against the facts before anyone relies on it. Pilot acceptance-test preparation sets those cases up, and what we test before we call an AI workflow ready describes the record we keep.

The full capability template

Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.

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  • Write an SOP from how the work is done

    Turn a walkthrough of how one piece of work is really done into a written procedure anyone on the team can follow: who does each step, how they know it is done, what to do when it goes wrong and when to stop and ask. The owner approves it before anyone relies on it.

  • Meeting agenda, notes and follow-ups

    Whoever runs the meeting walks in with an agenda where every topic has an outcome and a time, and walks out with a one-page record: what was decided, who owns each action and by when, and what is still open. Nothing reaches anyone until that person has read it and sends it.