Even if you consult with AI and decide on the direction of the article, publishing procedures, backups, internal links, reservation system, etc., if important decisions remain only in the conversation, you will end up repeating the same explanations in the next task.
On the other hand, even if you save the entire conversation as it is, you won’t know where the conclusion is. Plans that were rejected midway through, outdated assumptions, and even confidential information may be mixed in.
What is needed is not the full text of the conversation, but a record for the next person to safely judge and continue from there. In this article, we explain how to organize discussions with AI into “decided items,” “continuation rules,” “work records,” and “undecided items.”
- Conclusion: leave decisions and evidence, not conversations
- Divide the recording destination into four
- What to leave in the operation policy/plan
- What to leave in AGENTS.md/CLAUDE.md
- What to leave in work records/case notes
- Don’t settle unresolved matters with “I don’t know”
- Reasons for not saving conversations as they are
- Out-of-the-box handover prompt
- Criteria for promotion to continuous rule
- Example 1: Leaving a formal file name correction
- Example 2: Leave judgment when backup fails
- Example 3: Reflecting user discomfort in specifications
- Precautions when updating records
- Confirmation before saving records
- Ask AI to self-audit records
- Summary
- Reference materials
Conclusion: leave decisions and evidence, not conversations
The basic items left after the discussion are:
Purpose: Why did we do this?
Decision: What to adopt and what not to adopt
Basis: What did you check to make your decision?
Changes: Which manuscript/post/settings did you change?
Confirmation: What was tested and what were the results?
Undecided: What we don't know yet, what we need to decide next
Next task: Who will do what, and under what conditions?
After letting the AI create a summary, the host reads the content and saves only the correct records.
Divide the recording destination into four
If you write everything to AGENTS.md or CLAUDE.md, the file will become long with daily work records, and important rules will be buried. Separate information based on its lifespan and use.
| Record location | Contents to leave | When to update |
|---|---|---|
| Operation policy/proposal | Site purpose, audience, classification, article development policy | When the policy changes |
AGENTS.md・CLAUDE.md |
Safety rules to follow every time, original copy, disclosure/confirmation procedure | When the number of continuation rules increases or decreases |
| Work records/case notes | Current situation, decisions, changes, failures, learnings | Each task |
| Tasks/Undecided Items | Next steps, responsibilities, deadlines, and termination conditions | Every time progress changes |
What to leave in the operation policy/plan
Information that determines the direction of the entire site.
- Who is this site for?
- Which information to prioritize?
- What type of article to create
- Concept of categories and internal links
- Handling of photos and primary information
- Published articles and next suggestions
- Criteria for increasing articles
For example, the decision to “not mass-produce 50 articles from the beginning, create core articles, and increase branch articles based on search demand and the host’s questions” is left in the content plan rather than in notes of individual work.
What to leave in AGENTS.md/CLAUDE.md
Record the rules you repeatedly follow during each work.
- Where are the original manuscripts and images?
- How to separate research, draft, and production release?
- Backup success conditions before change
- Approver for publishing, deleting, restoring, and changing permissions
- Do not display confidential or customer information
- Article author, classification, description
- URL and display width to check after publishing
- Stop conditions in case of failure
I will not write the URL, post ID, work time, or unfinished tasks just for this time. Keep instructions easy to read by separating ongoing rules from temporary information.
The official file name for the Codex is plural AGENTS.md.Place Claude Code-specific instructions in CLAUDE.md and consider a configuration that does not double-manage common rules. The introduction method is explained in Safety rules for AI site management.
What to leave in work records/case notes
We record the facts and decisions that occurred during the work in a form that can be reproduced later.
Situation
Write down what the problem was, when you noticed it, and what the expected situation was.
Judgment
Please include a brief description of what you chose from the multiple options, as well as the options you did not select and the reasons why.
Execute
List modified manuscripts, posts, images, internal links, and settings. Exclude secret connection information and internal implementations that can be used for attacks from public records.
Confirm
Write down the items and results that you actually checked, such as HTTP responses, post attributes, PC/smartphone display, new exclusions, server operation, etc.
Learning
Write down which rules, scripts, and checklists you would change next time to avoid the same mistakes.
Don’t settle unresolved matters with “I don’t know”
Add the following confirmation method to unconfirmed items.
| Undecided matters | Confirmation | Next action | Treatment until then |
|---|---|---|---|
| visits to the guest room by the resident cat | host or site manager | confirm current operations | Do not make a definitive statement in the article |
| Additional fees for the reservation system | Provider or contract screen | Get a quote | Mark the comparison table as unconfirmed |
| Permission to post images | Photographer/lodging | Confirm scope of use in writing | Do not publish |
| Possibility of restoring backups | Maintenance staff | Testing in verification environment | Stopping high-risk changes |
In addition to recording the “unconfirmed” status, we also record who will confirm what next.
Reasons for not saving conversations as they are
Rejected ideas are mixed in
During the discussion, compare multiple options. If you only read the entire text, it will be difficult to understand what was ultimately adopted.
Old assumptions remain
Service name, URL, number of cases, and policy may be corrected during the conversation. In the final record, the corrected content will be made the original.
May contain confidential information
Conversations about error screens, logs, contract documents, etc. may contain information that should not be made public or shared. Exclude before recording.
Too long to read
What the next person in charge needs is the current status, the reason for the decision, and the remaining work, not everything that needs to be said.
Out-of-the-box handover prompt
Organize the discussion and work so far into a handoff document that can be safely continued by another person or the next AI.
Please use the following headings.
1. Purpose
2. Current status
3. Confirmed facts and evidence
4. Decisions and reasons for decisions
5. Plans not adopted and reasons
6. Changed manuscripts, posts, images, and settings
7. Tests conducted and results
8. Unresolved matters and confirmation methods
9. What to do next
10. What should not be changed in the next step
Please do not reprint the conversation in chronological order, but organize only the information that is currently valid.
Do not write speculation as fact, and separate unconfirmed matters.
Please do not record passwords, API keys, private keys, customer/reservation/payment information, or non-public connection information.
This time, please only create the draft document and do not overwrite the existing file.
Criteria for promotion to continuous rule
There is no need to add every event that happened once to the operational rules. Candidates are those that apply to any of the following:
- Same mistake may happen again
- Big impact on disclosure, deletion, restoration, personal information, etc.
- Site-specific originals and classifications need to be checked every time
- AI cannot make decisions based on general knowledge alone
- Clarify boundaries that people should approve of
When adding rules, write the actions and completion conditions instead of vague sentences like “Be careful.”
Back up before making changes.
.
Obtain a backup before changing the production, and check the completion status, checksum, and recording of necessary files and databases. If failure occurs, do not proceed to high-risk changes.
Example 1: Leaving a formal file name correction
If the instruction file for Codex was handled as the singular AGENT.md, I would not just fix one sentence of the explanatory article and finish it.
- Check the primary information of the official name
- Unify the original project to
AGENTS.md - Full-text search for references to old names
- Modify the distribution page and explanatory article
- Check that there are no two original copies left.
- Leave the situation, judgment, and confirmation results in case notes
The recurrence prevention rule “Always check the official name in official documents” will be added to the continuation rules.
Example 2: Leave judgment when backup fails
If a change in a running file is detected during backup, it will not be recorded as “backed up”.
Result: New backup incomplete
Confirmation: No incomplete files. The most recent verified backup has been checked for integrity
Judgment: Data will not be deleted, migrated, or updated.
Allowed range: Addition of new articles and internal links that can be made private
Remaining work: Investigating the cause of backup failure
Don’t obscure successes and failures, and explain why you limited the scope of your work.
Example 3: Reflecting user discomfort in specifications
Even if there are no technical problems, users may feel uneasy. For example, there may be an opinion that it would be safer to read a Markdown file in a browser and then save it, rather than distributing a template in a ZIP file.
This judgment is recorded as follows.
- Situation: Some users are concerned about ZIP distribution.
- Decision: Changed to direct link to Markdown file
- Reason: You can check the content before saving.
- Check: Content-Type, link, and check if the old ZIP guide remains.
- Continuation policy: Give priority to materials distributed to beginners so that they can read the contents first.
Even short comments from users can be reflected in the next design if you record the reason for the decision.
Precautions when updating records
Combine the originals into one
If you copy the same policy to multiple files, only one will become outdated. Decide on the original document and link other documents to it.
Not only add but also correct old descriptions
Simply adding a new conclusion to the end contradicts the old instructions. When making a correction, search for old expressions and references.
Don’t judge freshness by date alone
Even if the update date is new, the basis may be outdated. Please leave a note of what was confirmed and the date of confirmation.
Separate public and internal use
Public articles include decision-making principles and reproducible checks, and do not include internal paths, usernames, secret execution paths, or customer information.
Confirmation before saving records
- [ ] Only valid conclusions are currently available.
- [ ] There are reasons and grounds for the decision.
- [ ] The ideas that were not adopted are not mixed with the conclusion.
- [ ] Undecided matters include where to check and next action.
- [ ] You can see what has been changed and what has not been changed.
- [ ] Accurately recorded test results and failures.
- [ ] Excluding confidential information, personal information, and internal connection information
- [ ] The storage location matches the lifespan and purpose of the information.
- [ ] There are no multiple original copies with the same content.
- [ ] Know what the next person in charge will do first
Ask AI to self-audit records
Please audit the created transfer document before saving it.
Please check the following:
- The final decision is written, not a mid-conversation idea.
- Facts, judgments, speculations and unconfirmed matters are separated
- Change targets, inspection results, failures, and remaining work are clear.
- Next person can start and stop safely
- Continuation rules such as AGENTS.md and temporary work records are not mixed.
- No password, key, API key, personal/reservation/payment information, private connection information
- Does not contradict or overlap with existing original manuscripts
Please report the problem by classifying it into "fix before saving", "needs human judgment", or "no problem".
Just audit this time and do not modify any files.
Even in pre-storage audits, rather than showing confidential information to AI and having it search for it, we prioritize operations that do not include it in the records from the beginning.
Summary
Rather than leaving the entire discussion behind, organize it into objectives, decisions, grounds, changes, confirmations, unresolved matters, and next tasks. By leaving the overall site policy, continuing AI rules, current work records, and pending tasks in appropriate original copies, the next time or another person in charge can continue without hesitation.
Please see Introduction to Codex/Claude Code Consultation for the initial consultation method, 10 WordPress Operation Prompts for the request text by purpose, and Examples of AI/WP-CLI Operation for the actual procedure at Neko Yado Research.
Reference materials
- OpenAI official: How to instruct Codex with AGENTS.md
- Anthropic official: Claude Code’s memory and CLAUDE.md
- Anthropic Official: Claude Code Best Practices
Note: The priority order of file searches and instructions for AI tools may change. When using the site, please check the official materials and site-specific operating rules.
