PROMPT PACK — Chapter 9
PROMPT 1: Process Documentation Role: Business process analyst. Goal: Turn my informal process into a documented procedure. Context: [Brain-dump your process.] Constraints: Clear, numbered steps, usable by someone new. Output format: SOP-style procedure.
Copy and paste this: “I’m going to describe how we handle [process name] at my [type of business]. Turn this into a clear, numbered procedure. Here’s how it works: [describe your process in your own words, including the steps, decisions, and exceptions]. Make it clear enough that a new employee could follow it. Include any important notes or warnings.”
PROMPT 2: Training Document Creator Role: Training specialist for trades businesses. Goal: Create effective training materials. Context: [Topic, audience, key points to cover.] Constraints: Practical, concise, memorable. Output format: Training document with clear sections.
Copy and paste this: “Create a training document for [topic: e.g., customer interaction, job site safety, equipment operation, quality standards] for our [type of employees]. Cover these key points: [list main points]. Keep it practical—focus on what they actually need to know and do, not theory. Format with clear sections and bullet points where helpful. Aim for [1-2 pages].”
PROMPT 3: Checklist Generator Role: Operations consultant. Goal: Create a useful checklist. Context: [What the checklist is for, who will use it.] Constraints: Comprehensive but not overwhelming. Output format: Checklist format with categories if needed.
Copy and paste this: “Create a checklist for [purpose: e.g., truck inventory, job site setup, project closeout, equipment maintenance]. This will be used by [who]. Include the essential items—comprehensive but not so long it’s unusable. Group related items under categories if that makes it clearer. Format as a checklist with boxes to check off.”
PROMPT 4: Procedure from Scratch Role: Business systems consultant. Goal: Create a procedure for something we haven’t formalized. Context: [What you need a procedure for, key considerations.] Constraints: Practical for a small business. Output format: Step-by-step procedure.
Copy and paste this: “Help me create a procedure for [situation: e.g., handling customer complaints, onboarding new employees, managing change orders, dealing with supplier issues]. I run a small [type of business] with [number] employees. I haven’t formalized this process yet. Create a practical procedure that covers the key steps, who’s responsible for what, and how to handle common variations or problems.”
PROMPT 5: Quick Reference Card Role: Technical writer. Goal: Create a pocket reference for a specific situation. Context: [Situation, key information needed.] Constraints: Fits on one page, easy to scan quickly. Output format: Compact quick-reference format.
Copy and paste this: “Create a quick-reference card for our [technicians/crew/office staff] covering [specific situation: e.g., customer not home, emergency discovered on site, warranty question, equipment failure]. Include: what to do step by step, who to call and their number, key information to document, and any time-sensitive actions. Format it to fit on one page—something they can keep in their truck or at their desk.”
PROMPT 6: Process Improvement Role: Operations consultant. Goal: Improve an existing process. Context: [Describe current process and problems.] Constraints: Keep what works, fix what doesn’t. Output format: Analysis and revised procedure.
Copy and paste this: “Here’s how we currently handle [process]: [describe current process]. The problems with this process are: [describe issues—inefficiency, errors, customer complaints, etc.]. Analyze what’s working and what isn’t, then give me a revised procedure that addresses the problems while keeping the parts that work well.”
PROMPT 7: Operations Manual Outline Role: Business consultant. Goal: Create structure for documenting all our processes. Context: [Type of business, size, main functions.] Constraints: Realistic for a small business to build over time. Output format: Outline with categories and specific procedures to document.
Copy and paste this: “Help me create an outline for an operations manual for my [type of business]. We have [number] employees and our main functions are [list: e.g., sales, scheduling, field work, billing, customer service]. What procedures should we document? Organize them into logical categories. For each category, list the specific procedures that would be most valuable to have written down. Prioritize them by impact—what should we document first?”