Guides › Managing a Team
Train staff on a new procedure with a simple guide
A step-by-step staff guide, a 30-minute training session plan and a short knowledge check, all built from the new procedure.
When to use it
Before a new process, form or system goes live
Step by step
Write down the new procedure
List the new steps as you understand them, including who does what, any forms or systems used and common mistakes to avoid.
Turn it into training materials
Paste this prompt into your AI assistant.
Prompt to copyUsing the new procedure below, create three things for [team] who are [experience level]: 1) A staff guide: purpose in two sentences, numbered steps in plain English, what's changed from the old way, a 'what to do if' section for 5 common problems, and who to ask for help. 2) A 30-minute training session plan with timings, a live demo, a practice task and discussion questions. 3) Six multiple-choice questions to check understanding, with the correct answers marked. Procedure: [paste procedure]Publish the guide
Paste the guide into Google Docs, add screenshots of each step and share a view-only link with the team.
Set up the knowledge check
Turn the questions into a Google Forms or Microsoft Forms quiz so you can see which steps people find confusing.
Improve after the first week
Paste the most-missed questions back into the assistant and ask it to make those steps clearer in the guide.
What you get
Step 3: Before saving, tick 'Urgent' only if the customer needs it within 24 hours. What's changed: you no longer email finance; the form does it. What to do if: the customer has no account number, choose 'New customer' and add their postcode. Q4: Who approves orders over 1,000?
Tips
- Ask two people who'll actually use the process to try the guide before rollout.