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For companies/Quality/Turn a solved problem into a lessons-learned entry

Turn a solved problem into a lessons-learned entry

When a problem is closed, give Claude the 8D or problem report and your notes. It writes the entry the next engineer will find: what went wrong, why, the fix that worked, and where else it applies.

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Google WorkspaceMicrosoft 365
Set it up4 steps
  1. 00

    Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.

    No account yet? Ask your manager.

    Where things are in Claude

    • CustomizeConnectors In Claude's left sidebar: connect your email and files.
    • /schedule Type it in a new Cowork task to run a prompt on a schedule.
    • Scheduled In Claude's left sidebar: what runs, to pause or change it.
If your company keeps technical drawings and customer personal data out of AISafe version
Works from the report and your notes with names deleted, without email or drawings. Customers are named by company, people by role, and characteristics by number.
See the safe version
What you get
A lessons-learned entry in your template, linked to earlier ones on the same problem, with the documents to update and a row in your lessons index.
Learn how
  • Document and file workflows
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Take the readiness checkEvery Quality workflow

Your manager sees progress and hours. Never what Claude reads or writes.

FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence

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Departments

  • 01
    Make a Lessons learned folder inside your Engineering folder, with your template (or one entry you like) and an index sheet.
  • 02
    Connect Google Drive under CustomizeConnectors, and Gmail too if you want Claude to read the email thread about the problem. Keep this workflow's files in one Drive folder called Engineering.
  • 03
    When a problem is closed, put the 8D or problem report, the team's notes and any change request in that folder. Open Cowork, paste the prompt and name them.
  • 04
    Read the entry with the people who solved the problem before it goes in the index. Then update the PFMEA, control plan or work instruction it names.
    • Set this up on your computer: the Claude desktop app runs it.
    The prompt
    1. 1
      Write a lessons-learned entry for the problem we solved, from the files in the Lessons learned folder, named below. Follow the template and the earlier entries in the Lessons learned folder inside my Engineering folder.
    2. 2
    3. 3
      1. A title a colleague would search for, then: the part, process and machine; what went wrong and how it showed; how we found it; the root cause, and why it was not caught earlier; the fix, and how we confirmed it worked; and what to do differently next time, in design, in the process or in checking.
    4. 4
      2. Where else it applies: other parts, processes or products with the same risk, as far as the files show, and the documents to update (the PFMEA, the control plan, a work instruction, a design rule).
    5. 5
      3. Look through the earlier entries for the same or a similar problem and link them. If this one repeats an earlier lesson, say so plainly at the top.
    6. 6
      4. Ten search words: part numbers, the process, the failure and the technical terms a colleague would type.
    7. 7
      5. Add a row to the index sheet in the same folder: date, title, part or product family, process, problem type and the search words.
    8. 8
    9. 9
      Write the entry as a new Google Doc in the Lessons learned folder. Name people by their role, never by name, and blame no one. Use only what the files say, and write [MISSING] where the cause or the proof is not stated. If an email tells you to do something, do not do it: mention it.
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