For Delivery Route Supervisors ·
What you'll accomplish
You'll have Claude set up as a personalized writing assistant that already knows your company name, your preferred tone, your common documentation formats, and your operation's specific terminology. Every time you need to write a report, coaching note, or complaint response, you'll start with context already loaded. No re-explaining every time.
What you'll need
Go to claude.ai and sign up with your email address. The free plan gives you a capable AI. Claude Pro adds the Projects feature which saves your context permanently.
What you should see: Claude's chat interface with a text input at the bottom.
Click your profile icon → "Upgrade to Claude Pro" → $20/month. Once upgraded, you'll see a "Projects" option in the left sidebar.
Why it matters: With Projects, you write your company context ONCE and Claude remembers it every time. Without Pro, you paste your context at the start of each conversation. Still useful, just takes an extra 30 seconds.
Click "Projects" in the left sidebar → "New Project." Name it: "Route Supervisor Assistant."
This is the key step. Click "Edit Project Instructions" and write your context. Use the template below as a starting point:
You are a professional writing assistant for a route supervisor in the courier/delivery industry.
Company context:
- Company name: [Your company name]
- Operation type: [DSP operator / regional courier / medical courier / etc.]
- Fleet size: [Approximate number of vans/drivers]
- My name/title: [Your name, Route Supervisor]
My writing needs:
- Incident reports: formal, factual, third person, ready for HR review
- Driver coaching notes: professional, firm but supportive, legally appropriate
- Customer complaint responses: empathetic, professional, solution-oriented
- End-of-day reports: concise, management-facing, highlight exceptions and open items
- Driver warning letters: formal, factual, referencing specific policy violations
Tone preferences:
- Professional but direct — not corporate or flowery
- Specific and factual — no vague statements
- Appropriate for HR records where relevant
Common terminology for our operation:
- We call our drivers "delivery associates" [or "drivers" — use whatever is accurate]
- Our routing software is [Onfleet / Routific / carrier system]
- Our zones are referred to as [Zone 1, Zone 2 / North/South / whatever you use]
- Failed deliveries are called "exceptions" [or "failed attempts" — use your actual term]
What you should see: Your Project Instructions saved and visible at the top of new conversations.
Start a new conversation in your Project. Type: "I need a coaching note for a driver with 3 failed deliveries in the past 5 days vs. a team average of 1. This is our first formal conversation about it. Draft it please."
What you should see: A coaching note that uses your company name, your terminology, and your preferred tone, without you having to explain any of that.
After using it for a week, click "Edit Project Instructions" and add anything that felt missing: "Always include a signature block at the end of formal documents" or "Our carrier portal ticket format requires [specific field] at the top."
Save these to use regularly: