Smarter Week

AI and automation by role

How Technical writers can use AI and automation

Below are 12 common tasks for Technical writers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Documentation Writer, Docs Engineer, Content Designer, API Writer, Documentation Manager

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Task 1 · typically 120 min, once a week

Update the docs for every product release

AIBest fix

Point a coding agent at the release diff to draft doc updates

Claude Code, Cursor, Codex or the AI in Mintlify and GitBook can read what changed in the code and draft the matching doc updates, which cuts both writing time and SME chasing.

Typically saves about 40% of the time30 min to set up
  1. 1Get read access to the product repo and keep docs in a repo (docs as code) if you can.
  2. 2Run a coding agent with the prompt below against the release branch or list of merged PRs.
  3. 3Review the drafted changes; send only the remaining questions to engineers.
  4. 4Open one docs PR per release.
Prompt to copy
Compare [RELEASE TAG OR BRANCH] with [PREVIOUS TAG]. List every user-facing change (new settings, changed behavior, new or changed API fields, removed features). For each, find the doc pages in [DOCS FOLDER] that need updating and draft the change in our existing style. List any change where the intended behavior is unclear as a question for the engineer, with the PR link. Do not publish anything.

Tools: Claude Code, OpenAI Codex, Cursor or GitHub Copilot · Mintlify · GitBook

One more way to fix it
Process fix

Make docs part of the definition of done

When every feature ticket needs a docs note before it closes, writers get the details at the right time instead of chasing them after release.

Typically saves about 35% of the time30 min to set up
  1. 1Add a "docs impact" field or checklist item to feature tickets.
  2. 2Ask engineers to write two or three lines on what changed and any gotchas.
  3. 3Have the ticket tool notify the docs team automatically when the field is filled.
  4. 4Review the process in retros for the first month.

Tools: Jira or Linear · GitHub PR templates

How to automate this task

Task 2 · typically 30 min, every day

Chase engineers and PMs for technical details

Process fixBest fix

Make docs part of the definition of done

When every feature ticket needs a docs note before it closes, writers get the details at the right time instead of chasing them after release.

Typically saves about 35% of the time30 min to set up
  1. 1Add a "docs impact" field or checklist item to feature tickets.
  2. 2Ask engineers to write two or three lines on what changed and any gotchas.
  3. 3Have the ticket tool notify the docs team automatically when the field is filled.
  4. 4Review the process in retros for the first month.

Tools: Jira or Linear · GitHub PR templates

One more way to fix it
AI

Point a coding agent at the release diff to draft doc updates

Claude Code, Cursor, Codex or the AI in Mintlify and GitBook can read what changed in the code and draft the matching doc updates, which cuts both writing time and SME chasing.

Typically saves about 40% of the time30 min to set up
  1. 1Get read access to the product repo and keep docs in a repo (docs as code) if you can.
  2. 2Run a coding agent with the prompt below against the release branch or list of merged PRs.
  3. 3Review the drafted changes; send only the remaining questions to engineers.
  4. 4Open one docs PR per release.
Prompt to copy
Compare [RELEASE TAG OR BRANCH] with [PREVIOUS TAG]. List every user-facing change (new settings, changed behavior, new or changed API fields, removed features). For each, find the doc pages in [DOCS FOLDER] that need updating and draft the change in our existing style. List any change where the intended behavior is unclear as a question for the engineer, with the PR link. Do not publish anything.

Tools: Claude Code, OpenAI Codex, Cursor or GitHub Copilot · Mintlify · GitBook

How to automate this task

Task 3 · typically 90 min, once a week

Write and update API reference docs

AutomationBest fix

Generate the API reference from the OpenAPI spec on every merge

Docs platforms build the API reference straight from the spec, with examples and SDK snippets, so the reference is never out of date and you write only the guides.

Typically saves about 60% of the time4 h to set up
  1. 1Make sure the API has an OpenAPI or similar spec generated from code.
  2. 2Connect it to Mintlify, ReadMe, Redocly, Fern or Scalar.
  3. 3Rebuild the reference automatically in CI when the spec changes.
  4. 4Spend your time on descriptions, guides and examples.

Tools: Mintlify · ReadMe · Redocly · Fern · Scalar

One more way to fix it
AI

Point a coding agent at the release diff to draft doc updates

Claude Code, Cursor, Codex or the AI in Mintlify and GitBook can read what changed in the code and draft the matching doc updates, which cuts both writing time and SME chasing.

Typically saves about 40% of the time30 min to set up
  1. 1Get read access to the product repo and keep docs in a repo (docs as code) if you can.
  2. 2Run a coding agent with the prompt below against the release branch or list of merged PRs.
  3. 3Review the drafted changes; send only the remaining questions to engineers.
  4. 4Open one docs PR per release.
Prompt to copy
Compare [RELEASE TAG OR BRANCH] with [PREVIOUS TAG]. List every user-facing change (new settings, changed behavior, new or changed API fields, removed features). For each, find the doc pages in [DOCS FOLDER] that need updating and draft the change in our existing style. List any change where the intended behavior is unclear as a question for the engineer, with the PR link. Do not publish anything.

Tools: Claude Code, OpenAI Codex, Cursor or GitHub Copilot · Mintlify · GitBook

How to automate this task

Task 4 · typically 60 min, once a week

Retake screenshots after UI changes

AutomationBest fix

Script your doc screenshots so they retake themselves

A Playwright script can log in, go to each page and capture the screenshots for the docs. Re-run it after each release instead of retaking them by hand.

Typically saves about 60% of the time4 h to set up
  1. 1List the screenshots in your docs and the page or state each one shows.
  2. 2Ask an engineer or a coding agent to write a Playwright script that captures them with seeded demo data.
  3. 3Run it in CI on release and commit the new images to the docs repo.
  4. 4For click-through guides, use Scribe or Tango to capture steps automatically.

Tools: Playwright · Claude Code, Cursor or Copilot to write the script · Scribe or Tango

How to automate this task

Task 5 · typically 45 min, a few times a week

Edit and style-check other people's drafts

AutomationBest fix

Let a style linter catch style-guide issues automatically

Vale checks every docs pull request against your style guide and terminology, so reviewers stop pointing out the same mistakes.

Typically saves about 35% of the time2 h to set up
  1. 1Install Vale and start with an existing style package (Microsoft or Google), then add your own terms.
  2. 2Run it in CI on docs pull requests and in writers' editors.
  3. 3Start with warnings only and tighten rules as the noise drops.

Tools: Vale · GitHub Actions or GitLab CI · Acrolinx or Writer for larger teams

One more way to fix it
AI

Have AI do the first edit pass against your style guide

An AI assistant loaded with your style guide can fix structure, clarity and terminology before you read the draft, so your edit focuses on accuracy and gaps.

Typically saves about 40% of the time20 min to set up
  1. 1Save your style guide and two exemplary pages in a Claude Project, ChatGPT Project or Gem.
  2. 2Paste the draft with the prompt below.
  3. 3Review the tracked changes it lists rather than accepting blindly.
Prompt to copy
Edit the draft below to follow our style guide. Fix: sentence length, passive voice, terminology (use our glossary), headings, and steps that contain more than one action. Do not change technical meaning. Return the edited text, then a list of every change you made and any technical statements that look wrong or unclear.

[PASTE DRAFT]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Claude Projects, ChatGPT Projects or Gemini Gems

How to automate this task

Task 6 · typically 45 min, once a week

Write release notes and launch announcements

AIBest fix

Generate release notes from merged tickets and PRs with AI

The facts are already in the tickets and PRs. AI can turn them into customer-friendly release notes and a launch post in your voice.

Typically saves about 55% of the time10 min to set up
  1. 1Export the tickets or PRs in the release (title, description, labels).
  2. 2Run the prompt below with one past release note as the style example.
  3. 3Check every item with the PM or engineer who shipped it.
  4. 4Publish, and reuse the output for the changelog, in-app message and email.
Prompt to copy
Write customer-facing release notes for [PRODUCT] version [VERSION] from the tickets below. Match the style of the example. Group into New, Improved and Fixed. Explain each item by the benefit to the user in one or two sentences, without internal jargon or ticket numbers. Skip purely internal changes. Then write a 100-word announcement for [CHANNEL].

Example:
[PASTE]

Tickets:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · GitHub release notes · Linear or Jira exports

How to automate this task

Task 7 · typically 90 min, once a month

Work out which docs are missing or out of date

Software featureBest fix

Use docs search and AI assistant analytics to find the gaps

Docs platforms and AI docs assistants (Mintlify, GitBook, ReadMe, Kapa.ai, Inkeep) show which searches and questions had no good answer. That is your list of missing pages.

Typically saves about 45% of the time1 h to set up
  1. 1Turn on search analytics and, if you have one, the AI assistant on your docs site.
  2. 2Each month, export the top unanswered or low-rated questions.
  3. 3Cross-check with support tickets that link to docs.
  4. 4Prioritize new or updated pages from that list.

Tools: Mintlify · GitBook · ReadMe · Kapa.ai · Inkeep

How to automate this task

Task 8 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 9 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 10 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 11 · typically 20 min, every day

Hunt for files, numbers or answers someone already has

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Task 12 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Have you recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you had AI write release notes from the list of tickets or PRs that shipped?
You export what shipped and give AI one past release note as a style example. It writes customer-friendly notes you check with the team.
Have you pointed a coding agent at a release to draft the doc updates?
Tools like Claude Code or Cursor can compare two versions of the code, list what users will notice, and draft changes to the matching doc pages.
Does a style linter like Vale check docs pull requests automatically?
Vale reads each docs change and flags style-guide and terminology problems, so human reviewers do not repeat the same comments.

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