Everyday AI · Module 5

Decide who needs what

Suggested time: 7 minutes.

Before asking for polished wording, make four decisions:

• Reader: Who will read this, and what background do they have?
• Purpose: What should they understand or be able to do after reading?
• Tone: How should the wording sound while staying accurate?
• Length: What limit and structure will make it usable?

For an internal update, the reader may know the workshop already and need progress, blockers and the next agreed step. An email draft may need one specific request. A volunteer FAQ should answer practical questions without assuming knowledge of internal shorthand.

Tone does not change the evidence. “Reassuring” may mean calm, concrete wording. It does not mean saying everything is confirmed. “Friendly” does not justify adding a promise to help. “Professional” does not require long words.

Worked snapshot W5

Use W5.1 to W5.5 for all lesson examples in this module:

• W5.1: The venue has confirmed the Cedar Room for 12 June 2030, from 10:00 to 11:00. Projector availability is not confirmed.
• W5.2: The handout draft is complete. Its wording review is pending.
• W5.3: Coordinator Mira agreed to ask the venue about the projector by 8 June 2030. The notes do not promise a venue response by that date.
• W5.4: Lee agreed to review the handout wording by 9 June 2030. Distribution has not been approved.
• W5.5: The coordinator wants the draft update to identify the projector question and wording review. A practice email may ask Mira to confirm the projector position when a venue reply is available. No response deadline has been agreed.

Weak brief:

“Make a confident announcement that everything is ready.”

Better brief:

“Draft a calm internal progress update for the coordinator. Help them see what is confirmed, what remains open and the agreed next steps. Use W5.1 to W5.5 only. Use three short bullets, no more than 100 words, and retain source labels for review.”

The better brief describes usefulness without forcing a conclusion the notes cannot support.

Quick pause: For an email to Mira, which is the main purpose: announce that all equipment is ready, or request an update on the unresolved projector question? Explain using W5.1 and W5.5.