Choose one of three approaches. The steps for that option appear below.
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Claude drafts themes that each carry a verbatim quote. You check every quote against the source lines.
Combine notes
Draft themes
Check the quotes
Draft the summary
Check and file
Use: You
Have ready: the exit-interview notes. Combine them into one set of notes.
Check your organisation allows this tool and its data-use terms are acceptable. If not, stop and use an approved method.
Use: Claude
Paste the notes into Claude and ask for themes, each with a verbatim supporting quote.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft theme list from exit-interview notes. Group the pasted notes into themes. For each theme give a one-line description and one line quoted exactly from the notes. Use only the pasted notes; if a theme has no clean quote, say 'still to confirm' instead of paraphrasing. EXIT-INTERVIEW NOTES: [Paste exit-interview notes here]
Use: You
Search each quote in the original notes; drop or fix any theme whose quote is not exact.
Check every quote is word for word.
Use: Claude
Ask Claude to draft a short summary from the corrected list, one paragraph per theme.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft themes summary. Write one short paragraph per theme in the corrected list, in neutral wording suitable for an internal human resources draft. Do not add claims beyond the notes; if a theme rests on one comment only, say so. CHECKED THEME LIST WITH SOURCE QUOTES: [Paste checked theme list with source quotes here] EXIT-INTERVIEW NOTES: [Paste exit-interview notes here]
Use: You
Read the summary against the notes. File it as a draft.
Check each paragraph is supported by the notes. Share with no one yet.
ChatGPT drafts themes with per-section counts and exact quotes. You check every theme and count.
Combine notes
Draft the table
Check and recount
Correct and summarise
Check and file
Use: You
Have ready: the exit-interview notes. Combine them into one numbered set of notes.
Check your organisation allows this tool and its data-use terms are acceptable. If not, stop and use an approved method.
Use: ChatGPT
Paste the numbered notes and ask for themes with per-section mention counts and exact supporting quotes.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft theme table from exit-interview notes. List the themes in the pasted notes and for each theme count how many mentions fall in each labelled section. Use only the pasted notes; if a count is unclear, write 'could not confirm'. NUMBERED NOTES WITH SECTION LABELS: [Paste numbered notes with section labels here] For every theme list the numbered supporting note lines, their exact quotes and the section for each counted mention. Count each note line at most once per theme.
Use: You
Check each theme's quote is exact and supports the theme. Recount every section total from the numbered notes; drop themes without an exact quote.
Check each quote is exact.
Use: ChatGPT
Give ChatGPT your recount corrections and ask for the corrected table and a draft summary.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Corrected theme table. Apply the pasted recount corrections to the table, then add one neutral summary line per theme. Do not change counts marked as checked; mark anything still unresolved as 'still to confirm'. DRAFT THEME TABLE WITH SOURCE QUOTES: [Paste draft theme table with source quotes here] HUMAN RECOUNT CORRECTIONS: [Paste human recount corrections here] NUMBERED NOTES: [Paste numbered notes here] Retain the checked source line IDs and exact support quotes as private evidence. Label the summary as one leaver's reported perspective, not established facts.
Use: You
Check all corrections, counts and summary claims against the numbered notes; check every theme has an exact support quote.
State these are one leaver's reported views. Keep the table and evidence as drafts; share nothing.
Gemini drafts a themes summary and follow-up questions for the next exit interview. You check both against the notes.
Combine notes
Draft the summary
Check the themes
Draft questions
Check and file
Use: You
Have ready: the exit-interview notes. Combine them into one set of notes.
Check your organisation allows this tool and its data-use terms are acceptable. If not, stop and use an approved method.
Use: Gemini
Paste the notes and ask Gemini for a themes summary.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft themes summary from exit-interview notes. Summarize the pasted notes into a short list of themes with a one-line description each. Use only the pasted notes; mark anything unclear as 'still to confirm'. EXIT-INTERVIEW NOTES: [Paste exit-interview notes here] For every theme include one exact supporting line from the notes. State the theme as the leaver's reported perspective, not established fact.
Use: You
Check each theme has an exact quote supporting the whole theme; drop any without one. Fix wording that presents one leaver's view as fact.
Check themes and quotes name no one.
Use: Gemini
Ask Gemini to draft follow-up questions for the next exit interview from the checked themes.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft follow-up questions from checked exit-interview themes. For each checked theme, draft one or two open questions a future exit interviewer could ask to test whether the theme repeats. Keep wording neutral; do not assert the theme is true. CHECKED THEMES WITH SOURCE QUOTES: [Paste checked themes with source quotes here]
Use: You
Check every question is neutral and non-leading and every theme keeps its checked quote. File both drafts.
File both as drafts and share nothing.
Pick A when every theme must carry checkable evidence, B when you want counts comparable across future interviews, C when the output should also improve the next interview's questions.
Best when: You want every theme tied to a quote.
What it does: Claude drafts themes and summary; you check each quote.
Strong at: Drafts and edits text; summarises documents.
Limit: Usage is capped in 5-hour and weekly windows.
Free plan: Yes, limited (usage capped in 5-hour and weekly windows)
Best when: You want counts as well as themes.
What it does: ChatGPT counts and drafts; you recount and check quotes.
Strong at: Writes, rewrites and summarises text.
Limit: Free plan limits file uploads, so paste text instead.
Free plan: Yes, limited (images, voice, file uploads)
Best when: You want themes and next-interview questions together.
What it does: Gemini drafts both; you check themes and question wording.
Strong at: Drafts and summarises text.
Limit: The free plan has usage limits
Free plan: Yes, limited
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Deciding between ChatGPT and Claude for this? See the comparison.
Every theme is checked against the original notes by a human.
Output remains a draft
Check the result against your original inputs. Approve it before sharing or acting.
Claude's current free tier and input limits are unchecked
ChatGPT free use is stated on OpenAI's help centre; limits unspecified
Google runs a Gemini privacy hub explaining data processing; Gemini's free tier and retention defaults are unchecked