Why Context Matters When Documenting Processes (and Using AI)

There’s a simple rule that shows up everywhere at work: the quality of what you get out depends on the quality of what you put in.

If you hand someone vague, incomplete instructions, you’ll get inconsistent results. If you give an AI tool a one-line prompt with no details, you’ll get a generic answer that doesn’t quite fit what you need.

The common problem isn’t effort. It’s missing context.

After years of writing training materials and process guides for people in very different roles, one thing is clear: most instructions fail because they assume too much and explain too little. Not more steps. More clarity about who this is for, what they’re trying to accomplish, and why it matters.

When people understand the situation around the task, not just the task itself, they make better decisions without needing constant follow-up.

Think About It Like Sorting Before You Send

Imagine asking someone to find one specific document in a messy pile of papers. They can do it, but it takes time, and there’s a good chance they’ll grab the wrong thing.

Now imagine handing them a clearly labeled folder with only the relevant documents inside. Same end goal, completely different experience.

That’s what good context does. It reduces the amount of guessing the other person has to do.

When documentation skips context, the reader has to figure out:

• Is this meant for me?

• When should I do this?

• What happens if I don’t?

• Where do I go if something looks different on my end?

Most people won’t chase all those answers. They’ll either do the minimum, do it wrong, or put it off.

A Better Way to Explain Any Process

Before writing instructions, answer these questions for your reader:

• Who is responsible?

• What exactly needs to be done?

• When should it happen (or by when)?

• Where do they go to do it?

• Why does it matter?

• How will they know they did it correctly?

• What happens next?

This turns a list of steps into a clear path.

For example:

Weak version

Fill out the form and send it to your coordinator. Allow 2–3 weeks for processing.

Useful version

If you’re an employer requesting training funds:

• Complete the Workforce Training Request Form here: [link]

• Submit it to your regional coordinator at least four weeks before the training start date

• You’ll receive a confirmation email within 24 hours. If you don’t, contact your coordinator to make sure it was received

• Requests go through eligibility review, funding approval, and final authorization (about three weeks total)

• Once approved, you’ll receive a funding agreement and instructions for submitting invoices after training

Same process. Far less guesswork.

Lead With the Ask, Then Give the Details

One small change dramatically improves response rates: put the action you need at the top.

Busy people skim. If the request is buried at the bottom, they may never see it.

Instead of:

long explanation
more explanation
actual request at the end

Try:

Action needed: RSVP for the compliance training by Friday using this link: [link]

Details:

• New requirements took effect last month

• Two virtual sessions available next week

• Materials will be sent after you register

Even if they only read the first line, they know what to do.

Tailor the Level of Detail

Not everyone needs the same depth.

A newcomer needs a quick start guide. An experienced user might need edge cases and exceptions.

One approach that works well:

1. A short overview for most situations

2. A visual or checklist for quick reference

3. A detailed guide for complex or uncommon scenarios

This lets people grab what they need without wading through what they don’t.

When to Use Visuals vs. Text

Use visuals when you’re showing:

• how to move through screens in software

• decision paths with multiple branches

• relationships between roles or teams

Use written instructions when you need:

• explanations of rules or requirements

• searchable, easily updated content

• clear reasoning behind decisions

For high-stakes or complex processes, combine both.

The Same Rule Applies to AI

AI tools follow the exact same pattern.

A prompt like:

“Write an email about a meeting”

produces something generic.

A prompt like:

“Draft an email to regional coordinators about a mandatory compliance training. They received the policy update last month but may not have read it. Start with a clear RSVP request and deadline, then add short bullet points explaining why the training is required and how to join.”

produces something usable.

Adding context forces you to clarify your own thinking first. By the time you’ve explained the audience, goal, tone, and constraints, most of the hard thinking is already done.

AI then helps you draft faster, but you’re still responsible for accuracy and fit. Always review, edit, and fact-check before using the result.

Common Documentation Mistakes to Avoid

• Using jargon without defining it

• Giving steps without explaining the purpose

• Making people hunt across multiple documents for one task

• Forgetting to say what happens after submission

• Letting guides go out of date

Good documentation answers the next obvious question before the reader has to ask it.

The Bottom Line

Clear processes and good AI outputs come from the same habit: taking a few extra minutes to add context.

Explain who this is for. State what you need first. Give enough background that the reader understands why they’re doing it and what success looks like.

When you do that upfront, people don’t have to stop and decode your instructions. They can simply act.

Better input leads to better results. Every time.

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