Draft the follow-up messages for overdue project actions
A set of owner-specific follow-up drafts naming each exact outstanding deliverable, for coordinator review.
Choose one of three approaches. The steps for that option appear below.
Choose an option above. On a phone, swipe the tabs left or right to see all options →
ChatGPT: drafts the table and follow-ups, you check both
ChatGPT builds the overdue-action table and drafts the follow-ups in one chat. You check both against the originals.
You
You: Get inputs ready
ChatGPT
ChatGPT: Build overdue-action table
You
You: Check the table
ChatGPT
ChatGPT: Draft follow-ups
You
You: Check and decide
Get the inputs ready
Use:You
Have ready: the approved action register, current owner updates and follow-up policy. Paste the set into one new ChatGPT chat.
Check
Check your plan terms allow this data, and every source ID matches the originals.
Build the overdue-action table
Use:ChatGPT
Ask ChatGPT to build the overdue-action table with last evidence and blockers from the pasted inputs, flagging ambiguous items as unresolved.
Details
What to paste into the tool
From the pasted approved action register, current owner updates and follow-up policy, build overdue-action table with last evidence and blockers. Output a structured table. Keep every source identifier, relevant date and explicit uncertainty exactly as supplied; mark anything ambiguous as unresolved rather than guessing; use only the supplied operating rules, do not invent policy; minimise personal and personnel data in the output. Nothing is sent or published.
Check the table against the originals
Use:You
Compare the table with the original register, updates and policy; ask ChatGPT for corrections in the same chat.
Check
Check each source ID, date and uncertainty marker against the originals.
Draft the owner follow-ups
Use:ChatGPT
Ask ChatGPT to draft the owner-specific follow-ups from the checked table, listing unresolved questions with their source references.
Details
What to paste into the tool
Using the corrected overdue-action table with last evidence and blockers and the supplied rules, prepare draft owner-specific follow-ups with exact outstanding deliverables. Keep every source reference visible, keep disputed or uncertain items explicitly marked, and list unresolved questions with their source references. Draft wording only: do not add facts that are not in the corrected table or the supplied inputs. Do not send anything; produce the per-owner draft messages for review only.
Check the follow-ups and decide
Use:You
Check the draft follow-ups and unresolved questions against the original inputs; the workflow ends at this checked draft. Nothing is sent.
Check
Check latest status, recipients and wording; nothing is sent. Decide any next action separately.
Gemini: drafts follow-ups from your hand-built table
You build and check the overdue-action table by hand; no AI is used. Gemini only words the final draft.
You
You: Build table by hand
Gemini
Gemini: Draft follow-ups
You
You: Check and decide
Build and check the table by hand
Use:You
Have ready: approved action register, owner updates and follow-up policy. Enter each row in a local sheet with its source ID, date and uncertainty.
Check
Check each row against the originals, and check your plan terms allow pasting the table into Gemini.
Draft the owner follow-ups
Use:Gemini
Ask Gemini to draft the owner-specific follow-ups from the checked table and supplied rules, listing unresolved questions with their references.
Details
What to paste into the tool
Draft the owner-specific follow-ups with exact outstanding deliverables from the checked overdue-action table with last evidence and blockers pasted below and the supplied rules. Wording only: do not add facts, sources or decisions that are not in the checked table. Keep every source reference visible and list unresolved questions with their source references. Do not send anything; produce the per-owner draft messages for review only.
Check the follow-ups and decide
Use:You
Check the draft follow-ups and unresolved questions against the original inputs; the workflow ends at this checked draft. Nothing is sent.
Check
Check latest status, recipients and wording; nothing is sent. Decide any next action separately.
Gemini Notebook: builds the cited table and drafts follow-ups
Gemini Notebook builds the cited table and drafts the follow-ups from it. You check both against the originals and decide.
You
You: Set up notebook
Gemini Notebook
Gemini Notebook: Build cited table
You
You: Check the table
Gemini Notebook
Gemini Notebook: Draft follow-ups
You
You: Check and decide
Set up the notebook and sources
Use:You
Have ready: approved action register, owner updates and follow-up policy. Upload them to a new notebook in Gemini Notebook as named sources, so citations stay attributable.
Check
Check your plan terms allow the upload and the set is complete; free notebooks allow up to 50 sources.
Build and export the cited table
Use:Gemini Notebook
Ask Gemini Notebook to build the cited overdue-action table, then export it to Google Sheets; citations land on the second tab.
Details
What to paste into the tool
Using only the uploaded sources, build the overdue-action table with last evidence and blockers. Produce it as a data table; describe the rows and columns so each row keeps its source citation, relevant date and any uncertainty. Mark anything ambiguous as unresolved rather than guessing; use only the supplied operating rules. Nothing is sent or published.
Check the exported table
Use:You
Check the exported table against the original inputs and correct it. Mark anything you cannot settle as unresolved.
Check
Check each row has a source reference; check missing ones directly against the originals.
Draft the follow-ups from sources
Use:Gemini Notebook
Ask Gemini Notebook to draft the follow-ups from the checked table and uploaded sources, keeping a source reference next to each item.
Details
What to paste into the tool
Using only the uploaded sources and the checked overdue-action table with last evidence and blockers below, draft the owner-specific follow-ups with exact outstanding deliverables. Keep one source reference next to each item. Mark anything ambiguous as unresolved rather than guessing; list unresolved questions with their source references. Use only the supplied operating rules; do not invent policy, facts or names. Nothing is sent or published. Checked table: [paste the checked table].
Check the follow-ups and decide
Use:You
Check the draft wording against the checked table and originals; do not add unsupported facts or settle ambiguity by inference.
Check
Check latest status, recipients and wording; nothing is sent. Decide any next action separately.
Compare the three approaches
Option A: ChatGPT: drafts the table and follow-ups, you check both
Best when: You want one ChatGPT chat to structure and draft both artefacts
What it does: ChatGPT builds the table and drafts; you check both
Strong at: One chat holds both stages; no re-explaining
Limit: Source IDs may not survive; re-check every identifier against originals
Free plan: Yes, limited (uploads and analysis capped)
Option B: Gemini: drafts follow-ups from your hand-built table
Best when: The extraction must stay with people; AI only words the draft
What it does: You build the table by hand; Gemini drafts the follow-ups
Strong at: No AI touches the table before you check it
Limit: A shared misunderstanding of a source can pass both steps
Free plan: Yes
Option C: Gemini Notebook: builds the cited table and drafts follow-ups
Best when: You want cited answers grounded only in your uploaded sources
What it does: Gemini Notebook builds the table and drafts; you check
Strong at: Citations are direct quotes; the table exports to Sheets
Limit: Citations point to uploaded files, not your own source IDs
Free plan: Yes
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Compare the source identifiers, definitions, dates and ambiguous claims against the original inputs; correct the overdue-action table with last evidence and blockers before handoff.
Coordinator verifies latest status and approves recipients and words; nothing is sent. Confirm any next action separately; this workflow ends at a reviewed draft.
Suggestions and draft artefacts only. Do not send, publish, update records, assign people, reserve resources, buy goods or authorise work.
Any safety, legal or employment requirement needs the responsible qualified human; this output is not certification.
Check the result against your original inputs. Approve it before sharing or acting.
What still needs checking
Whether the supplied inputs already carry stable source IDs or the reviewer must assign them during preparation.
Whether the owner updates are current as of drafting; the check requires the coordinator to verify the latest status before any wording is approved, and nothing is sent in any option.