Case Study -- Building a System for Client Updates

Many professionals use AI tools like ChatGPT and Claude for one-off tasks. But the real power comes from building a repeatable system - turning your AI prompts into an assembly line.

To illustrate, here's how to think through building a system for creating high-quality client updates.

🎯 Objective: Transform your client update process from a series of ad-hoc tasks into a systematic workflow

This approach helps you:

• Maintain consistent quality

• Reduce time per update

• Make the process repeatable by team members

• Scale your communication efforts

⚙️ The System: Think of your client update process as an assembly line

At each station, AI tools help you complete specific tasks:

1. Intake Station

Purpose: Understand what needs to be communicated AI Tasks:

• Generate key questions about the topic

• Identify potential client concerns

• Create an initial brief

Sample Prompt:

CopyYou are an expert on [topic]. What are the top 5 questions our clients 
will have about [new development]? For each question:
1. Explain why clients care about this
2. Identify what information we need to address it
3. Suggest potential sources for this information

2. Research Station

Purpose: Gather and organize relevant information AI Tasks:

• Analyze source materials

• Identify key points

• Spot potential issues

Sample Prompt:

CopyI'm going to share several source documents about [topic].
Please:
1. Extract the key points relevant to our clients
2. Identify any gaps in the information
3. Suggest additional areas we should research
4. Note any potential concerns we should address

3. Drafting Station

Purpose: Create initial content AI Tasks:

• Generate outline

• Draft sections

• Add examples/illustrations

Sample Prompt:

CopyBased on our research, help me create a first draft that:
1. Leads with the most important client impact
2. Uses clear, direct language
3. Includes practical examples
4. Anticipates and addresses likely questions

4. Refinement Station

Purpose: Polish and perfect AI Tasks:

• Check clarity

• Ensure completeness

• Test reader understanding

Sample Prompt:

CopyReview this draft from the perspective of [describe ideal client].
1. What questions remain unanswered?
2. Which sections need more detail?
3. Where could we make the language clearer?
4. What examples would make this more relevant?

5. Final Quality Check Station

Purpose: Ensure excellence AI Tasks:

• Verify all key points included

• Check tone and clarity

• Test against best practices

Sample Prompt:

CopyPlease review this update against our quality checklist:
1. Does it lead with client impact?
2. Is the language clear and direct?
3. Are all technical terms explained?
4. Is the call to action clear?
5. Would this make sense to [ideal client]?

🚀 Take it to the next level:

• Create templates for each station

• Document successful prompts

• Build in feedback loops

• Track metrics for continuous improvement

⚠️ Keep in mind:

• Always review AI output carefully

• Maintain consistent voice across stations

• Save successful prompts for reuse

• Update your process based on client feedback

💡 Pro Tips:

1. Start small: Build one station at a time

2. Document everything: Create a playbook

3. Test and refine: Improve based on results

4. Share knowledge: Train team members on the system