AI Prompts for Operations
37 free, copy-paste-ready prompts for operations. Pick one, paste it into ChatGPT or Claude, and put it to work.
Revise a Scope of Work After Filling In Gaps
Use this as a follow-up prompt in the same conversation after reviewing the ambiguities list the AI returned in the first pass. Paste in your answers to each flagged gap before finalizing the SOW draft.
Draft a Client Scope of Work from a Raw Brief
Use this prompt at the start of a new client project to generate a full scope of work document from a raw client email or brief. Paste it into Claude or ChatGPT after collecting your client inputs, verbal notes, and standard terms.
Extract Action Items from Recurring Team Meeting Transcripts
Use this enhanced version of the extraction prompt for recurring meetings like weekly standups or client check-ins. The added context line prevents completed tasks from last week from being re-listed as new assignments, and the extra rule biases uncertain decisions toward Unresolved Items.
Extract Action Items and Decisions from Meeting Transcript
Use this prompt after exporting a speaker-labeled transcript from Zoom, Fathom, or any meeting recording tool. Paste this prompt at the top of a new chat, then paste the full transcript immediately below it to extract structured action items, decisions, and unresolved items.
Simplify a Job Ad to Grade 8 Reading Level
Use this as an addendum to your job ad prompt if the output still sounds like an HR document after the first attempt. Append it to your original prompt before regenerating.
Rewrite a Job Ad to Sound Less Corporate
Use this as a follow-up prompt if the AI's initial job ad output still sounds corporate, formal, or filled with HR-style language. Add it to your original prompt and regenerate.
Write a Job Ad for a Trade or Hourly Role
Use this prompt when you need to write a job ad for a trade or hourly role. Fill in the five bracketed inputs with your specific job details before running it in ChatGPT or Claude.
Redline an Existing Service Agreement for Scope or Fee Changes
Use this prompt when an existing retainer client's scope or fees have changed significantly and you need to update the SLA. Paste your current agreement into the chat before running this prompt.
Draft a Plain-Language Service Level Agreement for Retainer Clients
Use this prompt when you need to create a retainer service level agreement for a client without hiring a lawyer. Fill in your specific business details, services, fees, and terms before running it.
Write Separate Refund Policies for Physical and Digital Products
Use this prompt when your business sells both physical goods and digital products and you need the refund policy to address each category with its own distinct rules.
Explain What a Policy Clause Means in Plain English
Use this follow-up prompt when the AI includes a clause in your policy that you don't fully understand and want explained before deciding whether to keep it.
Rewrite Your Refund Policy in a Warmer Tone
Use this follow-up prompt if the AI-generated policy sounds too formal or stiff and you want it to better reflect the voice of a small business.
Add Final Sale and Custom Order Clauses to Your Policy
Use this as a follow-up prompt after generating your initial refund policy draft to add explicit clauses covering sale items and custom orders.
Add EU and UK Right of Withdrawal to Your Policy
Add this instruction to your refund policy prompt if any of your customers are based in Europe, to ensure the policy includes the mandatory 14-day cooling-off period.
Write a No-Refund Clause for Digital Products
Use this as a follow-up or addition to your main refund policy prompt if you sell digital downloads, courses, coaching, or software subscriptions and want to minimize chargebacks.
Write a Plain-English Refund and Return Policy
Use this prompt to generate a tailored refund and return policy for your small business. Fill in the bracketed fields with your actual business details before sending.
Adjust Competency Weights on an Interview Scorecard
Use this as a follow-up prompt when the AI's default competency weighting in the scorecard doesn't match your actual priorities for the role.
Check Interview Questions for EEOC Legal Compliance
Use this prompt to run a legal compliance check on your finalized interview question list before using it in actual interviews. It acts as a first-pass filter to catch potentially problematic questions.
Create a Weighted Interview Scorecard for Google Sheets
Run this as a follow-up prompt in the same conversation after generating your interview questions. It produces a complete scoring sheet with behavioral anchors and weighted competencies ready to paste into Google Sheets.
Generate Behavioral Interview Questions by Competency
Use this prompt after pasting your job description into a new AI conversation. It generates a structured set of behavioral interview questions grouped by competency, tailored to your specific role and company size.
Write a Client Proposal from Your Rate Card
Use this as your master reusable prompt to generate a client-ready service proposal. Paste your rate card into Section 2 and the client's inquiry or intake notes into Section 3 each time you need a new proposal.
Create a Supplier Onboarding Checklist and Welcome Email
Use this prompt when you're bringing on a new supplier and need to quickly create both an internal onboarding checklist for your team and a welcome email to send to the vendor. Fill in the bracketed fields with your actual business details before running it.
Filter Inactive Customers in Google Sheets
Use this when you have a customer list exported from your sales or booking system and need to isolate customers who haven't purchased in the last six months, without knowing how to write spreadsheet formulas yourself.
Write a Complete Staff Handover Document
Use this as the second pass after answering the gap-filling questions identified in Pass 1. Run this in the same conversation thread to produce the complete, structured handover document with flagged missing items.
Analyse Handover Notes and Identify Gaps
Use this as the first pass when building a staff handover document. Paste raw notes or a transcript from a departing employee's debrief session to identify gaps before attempting to write the full document.
Fix an Overly Formal Partnership Email Tone
Use this as a corrective follow-up prompt when the AI's first draft comes back sounding stiff, overly formal, or like a corporate document rather than a warm local business outreach.
Refine Referral Mechanism to Include a Physical Card
Use this as a follow-up prompt after receiving an initial partnership proposal draft, when you want to specify that the referral mechanism involves a physical card rather than a verbal recommendation or code.
Partnership Proposal Email Example for Local Businesses
Use this as a concrete, filled-in example of the partnership proposal template — specifically for a physio clinic pitching a referral arrangement to a local gym. Adapt the business types, location, and offer details to match your own situation.
Write a Local Business Partnership Proposal Email
Use this as your main prompt template when drafting a partnership proposal email to another local business. Fill in the bracketed fields with your specific business details, the collaboration mechanic, and the benefit to the partner before submitting.
Write Anti-Harassment and Discrimination Policy for Handbook
Use this prompt to generate a harassment and discrimination policy. It includes a note about the Title VII employee threshold so the AI addresses it explicitly rather than silently omitting the context.
Write Workplace Safety Section for Employee Handbook
Use this prompt to create a workplace safety section. The prompt prompts the AI to flag industry-specific OSHA requirements rather than attempt to cover them generically.
Write Employee Benefits Summary for Handbook
Use this prompt after the business context block has been set to draft a benefits overview. The prompt ensures the section is positioned as a summary rather than a binding plan document.
Write Attendance and Leave Policy for Handbook
Use this prompt to create an attendance and leave policy. The prompt instructs the AI to flag state-specific sick leave rules rather than guess at them, which keeps you from publishing inaccurate legal requirements.
Write Code of Conduct Section for Employee Handbook
Use this prompt to draft a workplace conduct policy. The built-in instruction to flag NLRB Section 7 concerns helps you avoid accidentally including language that could be legally problematic.
Write At-Will Employment Section for Handbook
Use this prompt to generate a plain-language at-will employment section that protects you legally while remaining easy for employees to understand.
Write Handbook Welcome and Company Overview Section
Use this prompt after pasting the business context block to generate the opening section of your employee handbook, including a welcome message and mission statement.
Set Up Business Context for Employee Handbook
Paste this business context block at the start of every new AI chat session before running any section prompts. It gives the AI the specific details it needs to produce relevant, accurate output rather than generic filler.