What to check before choosing a tool.

Start with a brief you understand, not a subject you cannot verify.

• Can you control the audience, tone, length and structure without repeatedly rebuilding your prompt?
• Can you check names, numbers, quotations and cited sources against the originals?
• Can you edit and export the result in the format your publishing process needs?

A small trial: Try revising one of your own drafts. Compare the edited result with the original and note any meaning that changed.

Separate finding material from deciding whether it supports an answer.

• Do the links lead to original evidence, and does that evidence support the precise claim?
• Which search, upload and document-size limits apply to your plan?
• Can you find a relevant source that disagrees, rather than relying on one synthesis?

A small trial: Ask a question with an answer you can independently check. Open every cited source before reusing the answer.

Write down the trigger, the required result and what should happen when a step fails.

• Does the integration support the exact action you need, not just the app name?
• What happens with a missing value, a duplicate input or a disconnected account?
• How are credits or operations counted across the complete workflow, including any AI steps?

A small trial: Use test data and a notification rather than a payment or public action. Confirm that failures are visible and you can pause the workflow.

Decide whether you need a recording, a transcript, agreed actions or a short recap.

• Have participants agreed to the recording, and does it fit your organisation’s rules?
• Will your chosen capture method work with the host’s meeting settings?
• Who can see the recording and notes, and how can they be corrected, exported or deleted?

A small trial: With participants’ permission, use a low-risk meeting. Check names, decisions and assigned actions against what was actually agreed.

Work backwards from the format and device you will use to finish the video.

• Can you capture the screen, camera and audio you need with your actual setup?
• Are trimming, captions and layout controls available on the device you plan to use?
• Can you share or export the finished video with the access controls you need?

A small trial: Record a short walkthrough, correct one mistake, check the captions and open the shared result as a viewer.

A team reference is only useful if people can find and maintain it.

• Can a new reader find the current procedure without knowing where its author filed it?
• Which content is included in search, and are important decisions stored somewhere searchable?
• How do guest access, page permissions, ownership and export work for your team?

A small trial: Create a small reference set with linked pages. Ask someone else to find a procedure, make a correction and identify the page owner.

Start with a script you have permission to use and a clear plan for where the audio will be published.

• Does the chosen plan permit your intended commercial or non-commercial use?
• Do you have the necessary rights and permissions for the script and voice you use?
• Are names, numbers, pronunciation and pacing correct when you listen to the exported audio?

A small trial: Generate a short, non-sensitive passage. Listen to the full result, correct the script or voice settings and check the provider’s terms before publication.