Document Workflow

Creating a substantial document — a technical spec, a project proposal, a report, a policy — is a multi-phase process. Claude can assist at every phase, but different phases call for different kinds of prompts. This workflow covers the complete lifecycle from brief to polished output.

Phase 1: Brief to Outline

Start with structure, not content. Getting the outline right before writing any content saves significant rework later.

Prompt pattern: "I need to write a [document type] for [audience] covering [topic]. The goal is [purpose]. Draft a section-level outline with a one-line description of what each section should cover."

Review the outline before proceeding. Check:

• Does the structure flow logically for the target audience?
• Are there sections missing that the audience will expect?
• Are there sections included that are not needed for this purpose?
• Is the sequence right — does each section build on the previous?

Refine the outline before asking Claude to fill in any content. Changing the structure after content is written wastes the content work.

Phase 2: Section-by-Section Drafting

Once the outline is locked, draft each section separately rather than asking Claude to write the entire document at once. Benefits:

• Each section can be reviewed and refined before moving to the next
• The context window stays focused on one section's specific requirements
• If a section needs a full rewrite, only that section is affected

Prompt pattern: "Write Section 2: [section name]. Based on our outline, this section should cover [description]. Tone: [formal/conversational/technical]. Length: approximately [X] words. The audience is [audience description]."

For later sections, include relevant content from earlier sections as context: "Section 1 established [key point]. Section 2 should build on this by [connection]."

Phase 3: Review Pass for Consistency, Tone, and Accuracy

After all sections are drafted, run a review pass across the full document:

• Consistency review: "Review this document for consistency. Flag: any terms used differently across sections, any factual claims that contradict each other, and any sections where the tone shifts noticeably."
• Tone review: "This document is for [audience]. Is the tone appropriate throughout? Flag any sections that feel too formal/informal/technical/vague for this audience."
• Completeness check: "Does each section deliver what the outline promised? Identify any gaps where a section falls short of its stated purpose."

Phase 4: Targeted Revision of Specific Sections

Based on the review pass, revise the sections that need work. Be targeted:

• "The Executive Summary is too long at 400 words — cut to 150 words without losing the three key recommendations."
• "Section 3 uses passive voice throughout — rewrite to active voice."
• "The Risks section doesn't address the implementation risk raised in Section 2 — add a paragraph on this."

Explicitly mark completed sections as locked to prevent Claude from accidentally modifying them: "Sections 1, 2, and 4 are final. Only revise Section 3."

Final Check: Asking Claude to Find Its Own Gaps

Before signing off, run a final quality check:

• "You wrote this document. What are the three weakest parts? What would a critical reader object to?"
• "Does this document achieve its stated goal of [goal]? What is missing or underdeveloped?"
• "If [target audience] reads this, what questions will they have that the document doesn't answer?"

This self-critique step surfaces issues that are invisible when you're too close to the content. Address the flagged gaps, then do a final human read-through before publishing or sharing.

Checklist: Do You Understand This?

• Phase 1: Lock the outline before writing any content — structure changes are cheap, content rewrites are expensive
• Phase 2: Draft section-by-section with explicit context for each — don't ask Claude to write the whole document at once
• Phase 3: Run a dedicated consistency, tone, and completeness review pass across the full assembled document
• Phase 4: Give targeted revision instructions; mark finalized sections as locked to prevent accidental changes
• Final check: ask Claude to self-critique — what are the weak points, what is missing, what will readers question?