HourSaved

Turn a policy change into a clear staff announcement

Paste your notes about a new rule and get a short, friendly staff announcement, a group-text version and likely questions, with risky rules flagged for an expert.

Setup
5 min
Saves
About 20 min a use (our estimate)
Level
Easy
Last checked
Works with
Any AI chat, Email, Group text

Run once on made-up data on with Claude. One run, not proof.

Version 1 · Draft: not yet approved by the owner · How we test

What this does

You write down what's changing, why and when. The AI drafts a short staff announcement, a group text and likely questions. It also flags any part of your rule that might limit what workers are legally allowed to do, so you can check it first.

This is not HR or legal advice. For rules about pay, leave, discipline or firing, check with an employment lawyer.

Before you start

  • Any AI chat (ChatGPT, Claude, Gemini, Copilot).
  • Your notes: old way, new way, the real reason, start date, who to ask.
  • Setup: about 5 minutes (our estimate).
  • Privacy: describe the rule, not the person who caused it.

Steps

  1. Write the change in one line: "Before, we did X. Starting [date], we'll do Y."
  2. Write the real reason in plain words.
  3. Paste the prompt into your AI chat and fill in the brackets.
  4. Read CHECK WITH AN EXPERT first. Announce nothing listed there until you've checked it.
  5. Answer every UNCLEAR question yourself.
  6. Send the announcement yourself, and update your handbook if you have one. The SBA notes a handbook gives staff one place to look up rules.

The prompt

Prompt · fill the [brackets]
Help me announce a policy change to my staff. Use only what I give you. Don't send anything.

Business: [name]
Who it's for: [which staff]
What is changing: [old way -> new way]
Why: [the real reason, in plain words]
Starts on: [date]
Who to ask: [name or role]

Write:
1. A staff announcement under 200 words: what's changing, why, when it starts, what to do, and who to ask. Friendly and direct. Don't blame anyone.
2. A 2-sentence version for a group text.
3. Three questions staff will likely ask, with short answers using only my facts. If my facts don't answer one, write UNCLEAR.

If any part of my policy might limit what workers are legally allowed to do or say (for example, talking about pay or working conditions), leave it out. List it under CHECK WITH AN EXPERT with a one-line reason. Don't add rules, penalties or dates I didn't give.

Before and after: the made-up input, then the real output the AI gave us.

Try it with made-up data

Business: Ridgeview Auto Detailing, 6 detailers. Manager: Marco. Starts: Monday, June 3, 2030.

Notes: "People keep swapping shifts without telling me and then nobody shows. New rule: post swaps in the group chat and get Marco's OK 48 hours ahead. Phones go in lockers while detailing, fine on breaks. More than 10 min late, text Marco. Also stop talking about pay with each other, it causes drama."

What the AI gave us

Two changes starting Monday, June 3, 2030

Hi team. Starting Monday, June 3, we're changing how shift swaps and phones work.

Shift swaps: post any swap in the team group chat and get Marco's OK at least 48 hours before the shift. Lately some swaps happened without anyone knowing, and shifts ended up with nobody there. This keeps every shift covered.

Phones: during detailing work, phones stay in your locker. Use them freely on breaks.

Running late: if you'll be more than 10 minutes late, text Marco. Questions? Ask Marco. Thanks, everyone.

Group text: "Starting Mon June 3: post shift swaps in the group chat and get Marco's OK 48 hours ahead. Phones stay in lockers while detailing (breaks are fine), and text Marco if you'll be 10+ min late."

Likely questions: What if I'm sick and can't give 48 hours? UNCLEAR. What if I need my phone for a family emergency? UNCLEAR. Can I check my phone at lunch? Yes, breaks are fine.

CHECK WITH AN EXPERT: "Stop talking about pay with each other." Rules that stop employees from discussing pay can be unlawful under federal labor law, even without a union. Left out of the announcement.

The pay rule was caught and kept out, matching the NLRB's guidance on wage talk. One slip to catch: the group text says "10+ min late", which includes exactly 10 minutes, while the notes and the announcement say "more than 10". Make both versions match the rule you mean. The owner still had to add a reason for the phone rule (none was given) and decide the sick-day and emergency answers before sending.

Check before you send

  • The start date and day name are right.
  • Nothing from CHECK WITH AN EXPERT made it into the message.
  • Every UNCLEAR question has your real answer.
  • No names, blame or hints about who caused the change.
  • Any penalty is one you decided and apply to everyone.

Don't paste

  • Names of staff who broke a rule or are in trouble.
  • Pay, health, leave or discipline records.
  • Anything a staff member told you in confidence.

When not to use this

  • For layoffs, pay cuts, firing or discipline. Talk to a lawyer and the person directly.
  • For leave, overtime, break or safety rules that may be set by law. Check the law first.
  • When the change affects one person. Talk to them.

Questions owners ask

How do I announce a new policy to employees?

Say what's changing, why, when it starts and who to ask, in under 200 words. Answer questions in person.

Can I tell employees not to discuss their pay?

Usually not. The NLRB says a work rule that bans pay discussions, or requires permission for them, is unlawful for the workers federal labor law covers, union or not. Ask a lawyer about your situation.

Sources

Related guides

Team and operationsWrite a day-by-day first-week plan for a new hireTeam and operationsMake a "do not paste into AI" list for your staffTeam and operationsWrite a step-by-step checklist (SOP) for a task you always do yourself

All 6 team and operations guidesAll 45 guides

The newsletter

One new guide a week, free.

Start with the free starter: three short emails over your first week. First the 15-minute Start here guide, then the three jobs we'd hand to AI first, then one question about what eats your week. The first two come with a practice task and the check you do before anything goes out. After that, one new guide every Tuesday: one task, the prompt to paste and the check to do. At most one ad, always labeled.

  1. Day 1Your first 15 minutes with a free AI assistant
  2. Day 3Summarize a long email thread into decisions, open questions and next steps
    Draft routine email replies in your own voice, without promises you didn't approve
    Write payment reminder emails in three tones (friendly, firm, final)
  3. Day 6What eats your week? Reply in one line, plus how the weekly guide works