Drafting letters and procedures with administrative management prompts

What the booklet of administrative management prompts contains

• The common rules: no-entry instruction, list of excluded information and three verification levels, two of which apply here.
• “Drafting a standard letter” with fields in square brackets for any personal or numerical data.
• “Establishing a procedure” in numbered steps: trigger, person responsible, documents, time limit and control.
• “Preparing minutes”: decisions, actions with a person responsible designated by function and a deadline, outstanding items.
• “Designing a tracking table”: columns, formats, update rules and alerts, with no data entered.
• Finally, “Checking the clarity of a document” without rewriting it, then “Preparing a list of documents”, mandatory and optional.

When to use the booklet

The booklet is used when a department drafts a recurring letter, formalises an internal procedure or formats notes. It is also used to track deadlines or files, review an internal document and compile a file. It is aimed in particular at administrative departments, secretariats and those responsible for day-to-day management.

Instructions for use

First, the appropriate template is copied into the AI assistant. Next, each field in square brackets, such as [subject], [activity] or [procedure], receives anonymised information. Meeting notes are also entered in anonymised form. Then length and format are adjusted to the target document. Finally, the indicated level applies: proofreading for the minutes, checking for the letter and the procedure.

Expected outcome

The administrative management prompts thus deliver a working document: letter, procedure, minutes, table or list of documents. This list, however, must still be checked with the administration concerned.

Key facts

Limitations

The booklet structures documents; it verifies neither legal rules nor the requirements of the administration. Steps linked to a legal rule therefore require checking against a reliable source. In addition, the no-entry instruction excludes personal data and internal documents from consumer tools. References to legal texts must be checked against the wording in force on the date of use.

Further reading: Information Systems & Digital Transformation; Law No. 09-08 on the protection of individuals with regard to the processing of personal data.