{
  "source": "AI Explained Plainly",
  "url": "https://aiexplainedplainly.com/api/workflows.json",
  "updated": "2026-10-21",
  "conventions": {
    "basis": "measured = timed in our own test run; estimated = labeled guess, not a test result; vendor-published = taken from the vendor's own pricing or help page",
    "verified": "date a price or settings path was last checked against the vendor's own page"
  },
  "workflows": [
    {
      "id": "messy-notes-to-action-list",
      "title": "Messy notes to decisions, action items, and a follow-up email",
      "issue": 1,
      "canonical": "https://aiexplainedplainly.com/issues/001/",
      "markdown": "https://aiexplainedplainly.com/issues/001.md",
      "tracks": [
        "leaders",
        "professionals",
        "service"
      ],
      "tools": [
        "Any general AI assistant (ChatGPT, Gemini, Microsoft Copilot, Claude)"
      ],
      "steps": [
        "Capture notes or a short voice-memo transcript after the meeting.",
        "Scrub: replace names with roles and remove confidential details.",
        "Paste the prompt, then the scrubbed notes.",
        "Check the output against your memory; fix invented owners or dates.",
        "Send or file it; restore real names only after it leaves the AI tool."
      ],
      "prompt": "You are my meeting assistant. Using ONLY the notes below, produce:\n1. DECISIONS: bullet list of what was decided (max 5).\n2. ACTION ITEMS: table with columns Task | Owner | Due date.\n   If an owner or date is not in the notes, write \"UNASSIGNED\" or \"NO DATE\".\n   Do not guess.\n3. OPEN QUESTIONS: anything unresolved.\n4. FOLLOW-UP EMAIL: under 150 words, friendly and plain, summarizing 1-3\n   for the attendees.\nIf anything in the notes is ambiguous, list it under OPEN QUESTIONS instead\nof assuming.\n\nNOTES:\n[paste your scrubbed notes here]",
      "time": [
        {
          "label": "time per use",
          "value": "3-5 minutes",
          "basis": "estimated"
        },
        {
          "label": "time saved per use",
          "value": "10-20 minutes",
          "basis": "estimated"
        }
      ],
      "cost": [
        {
          "label": "required",
          "value": "$0 on free tiers",
          "basis": "vendor-published",
          "verified": "2026-10-21",
          "source": "https://chatgpt.com/pricing/"
        }
      ],
      "do_not_paste": [
        "customer names and contact info",
        "Social Security numbers",
        "health details",
        "passwords",
        "account numbers",
        "unreleased financials",
        "employer-confidential information",
        "classified information, CUI, or unit/operational details (service members)"
      ],
      "known_failure_modes": [
        "invented owners or due dates",
        "dropped items when notes are very long"
      ],
      "test_status": "not yet run; all time figures are estimates"
    },
    {
      "id": "ai-privacy-setup",
      "title": "Turn off chat training in your AI assistant",
      "issue": 1,
      "canonical": "https://aiexplainedplainly.com/issues/001/#part-1-the-10-minute-safety-setup",
      "tracks": [
        "leaders",
        "professionals",
        "service"
      ],
      "settings": [
        {
          "tool": "ChatGPT",
          "path": "Settings > Data controls > Improve the model for everyone (off); Temporary Chat for one-offs",
          "verified": "2026-10-21",
          "source": "https://help.openai.com/en/articles/7730893-data-controls-in-chatgpt"
        },
        {
          "tool": "Gemini",
          "path": "Settings & help > Activity > Turn off",
          "verified": "2026-10-21",
          "source": "https://support.google.com/gemini/answer/13278892"
        },
        {
          "tool": "Microsoft Copilot (personal)",
          "path": "Profile > Privacy > Training on conversation activity (off)",
          "verified": "2026-10-21",
          "source": "https://support.microsoft.com/en-us/microsoft-copilot/microsoft-copilot-privacy-controls"
        },
        {
          "tool": "Claude",
          "path": "Settings > Privacy > Help improve our AI models (off)",
          "verified": "2026-10-21",
          "source": "https://privacy.claude.com/en/articles/12109829-how-do-i-change-my-model-improvement-privacy-settings"
        }
      ],
      "time": [
        {
          "label": "setup time per assistant",
          "value": "5-10 minutes",
          "basis": "estimated"
        }
      ],
      "cost": [
        {
          "label": "cost",
          "value": "$0",
          "basis": "vendor-published",
          "verified": "2026-10-21"
        }
      ],
      "caveat": "Turning off training is not the same as private; chats can still be stored. Employer- or command-approved tools and policies take priority."
    }
  ]
}