The prompts behind the ten everyday jobs, ready to copy. Each says what to give the assistant first and the one thing to check before the output leaves your hands. The board adds to this list; the date is when a prompt was last tried.
Replace the words in curly braces with your own. Never paste the real names, the real numbers or anything on the red list.
The structured write-up, with the questions that have to be answered before anyone approves it.
Prompt
Here is a change someone has asked for, in their words: {paste the request}.
Write it up as a change request: description, reason, impact on scope, schedule, cost and quality (say "to be assessed" where you do not have the information rather than estimating), alternatives considered, and the questions that must be answered before approval. Use the headings from the attached template if there is one.
Give it
Check
Not yet tried in any of the four assistants; written .
The list nobody reads again, turned into the three things that keep happening and one change per theme.
Prompt
Below are the notes from our last three retrospectives. Group the points into themes. For each theme: a name, how many retrospectives it appeared in, the strongest quote from the notes, and one concrete change we could make before the next project.
Keep the disagreements. If people disagreed about a point, say so and give both sides rather than averaging them.
Give it
Check
Not yet tried in any of the four assistants; written .
Two follow-up prompts that catch most errors, for any output you are about to send.
Prompt
List every assumption you made while writing that, and mark each one as "from the files" or "my guess". Then tell me what in the files contradicts or weakens what you wrote.
Give it
Check
Not yet tried in any of the four assistants; written .
Three tables from a page of notes or a transcript, with an owner and a date on every action.
Prompt
Below are my notes from today's project meeting. Produce three tables: Decisions (what was decided, by whom); Actions (action, owner, due date); Open questions (question, who can answer it).
Only use owners and dates that are actually in the notes. Where an action has no owner or no date, write "not assigned" so we can fix it in the meeting rather than have you guess. Keep each row to one line. After the tables, list anything in the notes that sounded like a decision but was not clearly made.
Give it
Check
Not yet tried in any of the four assistants; written .
A rehearsal for the meeting, with the questions you hope nobody asks.
Prompt
I am about to present the attached plan to the project sponsor, who is sceptical, short on time and has been burned by a late project before. Play the sponsor. Ask me the hardest questions you can about the plan, one at a time, and push back on my answers the way a tough sponsor would. Do not be polite about it. After ten questions, stop and tell me which of my answers were weakest and what you would prepare.
Give it
Check
Not yet tried in any of the four assistants; written .
Sixty pages read for the four things a PM needs before the bid meeting, with the clause numbers to open.
Prompt
Attached is a request for proposal. List, in four tables: every deliverable with its acceptance criterion; every deadline and its trigger; every clause that assigns risk, liability or penalty to the contractor; every question the document leaves open. Quote the clause or section number beside each row so I can open it.
Do not summarise the commercial terms in your own words - quote them. If two clauses appear to conflict, list both.
Give it
Check
Not yet tried in any of the four assistants; written .
A first draft of the register that is about this project, not about software projects in general.
Prompt
Using the attached charter and the work breakdown structure, draft ten risks specific to this project. For each: the cause, the effect on scope, schedule, cost or quality, a likelihood and an impact from 1 to 5, a suggested owner by role, and one response option.
Flag any risk that contradicts an assumption in the charter, and say which assumption. Do not include generic risks that would apply to any project unless the documents give a specific reason for them here.
Give it
Check
Not yet tried in any of the four assistants; written .
A reasoning aid for the question that otherwise waits until it has already happened.
Prompt
Attached is the milestone list with dependencies. If {milestone} slips by {number} weeks, tell me which later milestones move and by how much, which can still run in parallel, and where the float is. Show your reasoning as a table: milestone, planned date, new date, why it moved.
Only use the dependencies written in the list. Where a dependency is unclear, ask me rather than assume one.
Give it
Check
Not yet tried in any of the four assistants; written .
Three drafts of the difficult email to choose from, in your own voice rather than a template's.
Prompt
I need to tell the project sponsor that the go-live date moves by {number} weeks because {the reason in one sentence}. The sponsor is not technical, values honesty and wants to see a plan, and reads email on a phone.
Write three versions of the email: one direct and short, one warmer, one more formal. Each in three paragraphs: what happened, what it means for them, what we are doing about it and what we need from them. No flattery, no apologising twice, no jargon. Then tell me which version you would send and why.
Give it
Check
Not yet tried in any of the four assistants; written .
A draft in the board's own format, with what changed marked, in fifteen minutes of editing instead of ninety of rewriting.
Prompt
I am the project manager. Attached are last week's status report and my raw notes from this week's meetings.
Update the report for this week. Keep the board's format, headings and RAG colours exactly as they are. Mark every line that changed since last week with "(changed)". Where the notes do not say whether something moved, leave last week's value and add "(unconfirmed)" instead of guessing. Do not invent a percent complete. At the end, list the questions you would need answered to finish the report.
Give it
Check
Not yet tried in any of the four assistants; written .
The vendor's paragraph of acronyms turned into three sentences a sponsor can act on, in either language.
Prompt
Below is a technical update from our vendor. Rewrite it for the project sponsor, who is not technical and has three minutes: what happened, what it means for the date and the budget, and whether they need to do anything. Three sentences to one short paragraph, in {language}. Keep every number exactly as written and keep the project-management terms consistent with the glossary I paste below.
Give it
Check
Not yet tried in any of the four assistants; written .
The cheapest improvement most people never try, for any of the ten jobs.
Prompt
Before you write anything: read the attached files and list what you would need to know, that is not in them, to do this job well. Group the list into "I can proceed without it" and "I should not guess this". Then wait for my answers.
Give it
Check
Not yet tried in any of the four assistants; written .
No prompt matches that. Try one word.
Last checked by Petar Trajchevski. Product names and settings paths were walked through on that date; the concepts do not move. Report a change