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Update your procedures when the rules change
Get a marked-up version of an existing procedure showing exactly what to change to meet a new requirement, with a short change log.
When to use it
After a rule change or audit finding
Step by step
Gather the procedure and the change
Open the current procedure and the new rule, guidance or audit finding that it needs to reflect.
Ask for a gap check and redraft
Paste both into your AI assistant with this prompt.
Prompt to copyHere is our current procedure, [title and number], and the new requirement it must meet. 1) List the gaps: Section of procedure | What the requirement says | What our procedure says now | Change needed. 2) Rewrite only the sections that need changing, keeping our existing style, numbering and headings. Mark new text in [square brackets]. 3) Write a short change log entry (what changed and why). Don't change anything that isn't affected. PROCEDURE: [paste] NEW REQUIREMENT: [paste]Review with the process owner
Walk through the changes with the people who do the work, to check the new steps are practical, and get legal or quality sign-off as your system requires.
Publish through your normal control process
Update the version number, add the change log and release it through your document control system so old copies are withdrawn.
What you get
Gap: s.5.3 Complaint logging. Requirement: log within 1 working day. Ours: 'as soon as practical'. Change: set a 1-day limit. New text: [All complaints must be logged in the complaints system within one working day of receipt.] Change log: v4.1, s.5.3 updated.
Tips
- Ask it to suggest two or three quiz questions on the change; they're useful for read-and-understand records.
- Always compare the redraft with the original yourself; AI can quietly drop a line it thought wasn't needed.