Smarter Week

How to automate it

How to automate “write shift handover notes”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

15 min
typically, every day
50%
of the time can be automated
Easy
to set up

Fix 1 of 1

AI

Talk your notes into the phone and let AI write them up

Say what happened in half a minute; AI turns it into a tidy handover, damage note or incident write-up. Faster than writing on a clipboard.

Typically saves about 45% of the time10 min to set up
  1. 1Use the voice button in your work app or an approved AI app on a company phone.
  2. 2Say what happened, where, when, what you did and what is still open.
  3. 3Use the prompt below to put it in the right format.
  4. 4Check it and paste it into the log, form or email.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / DAMAGE REPORT / INCIDENT REPORT] with these headings: [HEADINGS]. Short bullet points. Keep times, locations, order numbers and quantities exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Warehouse associate / lead

HourLeak · the 8-minute work audit

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Other common tasks for Warehouse associates / leads