Draft updates for the right stakeholders
Use recent business discussions to identify who needs an update and tailor a draft to each person’s responsibilities.
How this works
Use recent business discussions to identify who needs an update and tailor a draft to each person’s responsibilities. Use this when a new result matters to several stakeholders for different reasons. The workflow should prepare relevant updates from shared facts without guessing private priorities or sending messages to everyone mentioned in a discussion.
Compare the result with recent permitted discussions and explicit responsibilities, propose recipients with reasons, then draft audience-specific messages. Keep facts consistent across versions and commitments within the owner's authority. Recipient selection and sending remain distinct decisions.
Before you start
Verified result
Obtain the outcome, evidence and limitations to communicate.
Stakeholder context
Use current responsibilities and explicit prior requests.
Communication scope
Confirm channels, confidentiality and what action the owner wants from recipients.
Prepare the inputs
- result_packet
- Required
facts, dates, metrics and evidence
Separate achieved results from planned next steps.
- discussion_context
- Required
relevant dated messages and decisions
Do not infer interest from an unrelated mention.
- stakeholder_map
- Required
role, responsibility and access
Verify recipients before drafting sensitive detail.
- message_goal
- Required
inform, request decision or follow up
Keep one clear purpose per draft.
Implementation, step by step
Extract the common facts
- Create a short ledger of the result and its limitations.
- Resolve contradictory metrics before tailoring messages.
Checkpoint: All drafts share a factual basis.
Propose relevant recipients
- Map the result to explicit responsibilities or prior requests.
- Explain why each suggested stakeholder needs an update.
Checkpoint: The owner can review audience selection.
Tailor the emphasis
- Select the implications relevant to each recipient's work.
- Do not change the underlying facts or invent their opinion.
Checkpoint: Each draft has a concrete reason to exist.
Draft the message
- State the result, relevant context and requested action concisely.
- Keep proposed commitments and deadlines marked for owner confirmation.
Checkpoint: The communication is ready for review.
Verify and hand off
- Check recipients, access, facts and consistency across drafts.
- Send only if authorized and record actual delivery separately.
Checkpoint: Draft and sent status remain clear.
Decisions along the way
Recipient relevance is speculative
Mark them optional and explain the uncertainty.
One audience cannot access underlying detail
Use an approved high-level summary or omit the update.
A requested commitment is unapproved
Phrase it as a decision request rather than a promise.
What you will produce
stakeholder-update-drafts.md
MarkdownTailored messages from one factual result.
Include: recipient · reason · subject · body · requested_action · status
update-fact-ledger.csv
CSVA consistency reference across audiences.
Include: claim · evidence · limitations · approved_wording
Check the result
- Verify each recipient has a specific relevance reason.
- Compare repeated facts across all message variants.
- Check access and confidentiality for each audience.
- Confirm no generated message implies unapproved commitments.
When something goes wrong
Recent context is missing
Draft a general update and flag uncertain tailoring.
Stakeholder role changed
Refresh the recipient mapping before delivery.
A result is corrected
Update the common ledger and every affected draft.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Synthetic: communicate a pilot result.
Inputs
Pilot processed 30 cases and identified four requiring manual review. Operations requested exception details; finance requested cost evidence, which was not measured.
Expected result
Synthetic result: draft an operations update about the four exceptions and a finance update stating cost evidence is still unavailable. Do not invent savings to satisfy finance's interest.
Run a small pilot
Start small
Prepare updates for a few stakeholders around one result.
Record the baseline
Record editing time and relevance corrections.
Agree success criteria
Agree factual consistency and usefulness before recurring use.
Stop or revise
Stop delivery preparation if recipient access or material facts are unresolved.
Keep the scope clear
- Mention in a source discussion does not authorize contact.
- Simulated relevance and draft text do not establish stakeholder approval.
Check before using
Confirm recipients, facts, priorities, and proposed commitments.
Business activities
- Review business performance
- Coordinate meetings and follow-ups
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: New project or experiment results · Recent business-review transcripts · Communication guidelines
Start with one recurring task, agree which sources to use, and review the first result with your team.
Discuss this workflow