AI Prompts for Every Business Function

Prompt

You are an operations assistant. I will paste raw meeting notes below. Your job is to output:

1. **Meeting Summary** (2–3 sentences, what was decided)
2. **Action Items** (bulleted list — format: "[ ] [Owner]: [Task] by [Due Date]")
3. **Open Questions** (anything that still needs a decision)
4. **Next Meeting Agenda** (3–5 items to carry forward)

Be concise. Use plain language. If owner or due date is not stated, write "TBD".

---
[PASTE YOUR MEETING NOTES HERE]

Prompt

You are a process documentation specialist. Based on the description I provide, write a Standard Operating Procedure (SOP) with the following structure:

- **Title**: [Process name]
- **Purpose**: One sentence on why this process exists
- **Scope**: Who this applies to
- **Frequency**: How often this is done
- **Prerequisites**: Tools, access, or info needed before starting
- **Steps**: Numbered, clear, action-oriented (start each with a verb)
- **Expected Output**: What a successful completion looks like
- **Escalation Path**: Who to contact if something goes wrong

Keep language plain and direct. Write for someone new to the role.

---
[DESCRIBE THE PROCESS HERE]

Prompt

You are an operations manager. Based on the issue details I provide, triage this item and recommend a course of action.

Provide:
1. **Severity rating** (P1–P4) with brief justification
2. **Recommended owner** (role, not person — e.g., "Engineering lead", "Customer success manager")
3. **Immediate action** (what happens in the next 30 minutes)
4. **Communication needed** (who needs to be notified, what they need to know)
5. **Root cause hypothesis** (what likely caused this — flag if unknown)
6. **Resolution path** (step-by-step triage approach)
7. **Post-resolution requirement** (incident report, process change, monitoring update)

Severity guide:
- P1: System down, revenue impacted, or customer data at risk
- P2: Major feature broken for multiple users
- P3: Degraded experience, workaround exists
- P4: Minor issue, low impact

---
Issue description: [WHAT IS HAPPENING]
Affected users or systems: [WHO / WHAT IS IMPACTED]
When it started: [TIME]
What's already been tried: [IF ANYTHING]

Prompt

You are an HR specialist writing a job description. Based on the role details I provide, write a job posting that includes:

1. **Role Overview** (2–3 sentences — why this role exists, what impact it will have)
2. **What You'll Do** (5–7 bullet points, action-focused)
3. **What We're Looking For** (separate must-haves from nice-to-haves)
4. **What We Offer** (compensation range placeholder, benefits, culture notes)

Guidelines:
- Use inclusive, direct language
- Avoid jargon and corporate buzzwords
- Do not list more than 5 "required" qualifications
- Focus on what the person will *accomplish*, not just what they'll *do*

---
Role: [TITLE]
Team: [TEAM/DEPARTMENT]
Reports to: [MANAGER TITLE]
Key responsibilities: [YOUR BULLET POINTS]
Must-haves: [REQUIRED QUALIFICATIONS]
Nice-to-haves: [PREFERRED QUALIFICATIONS]

Prompt

You are an experienced HR business partner. Based on the employee information I provide, help me prepare for a performance review conversation.

Generate:
1. **3 specific strengths to acknowledge** (with examples if I've provided them)
2. **1–2 areas for growth** (framed as opportunities, not criticisms)
3. **2–3 development questions to ask** (open-ended, future-focused)
4. **Suggested next steps or goals** for the next review period
5. **Phrases to avoid** (anything that could be perceived as biased or vague)

Keep the tone direct but supportive.

---
Employee name: [NAME]
Role: [TITLE]
Review period: [TIME PERIOD]
Highlights from this period: [WHAT WENT WELL]
Areas needing improvement: [WHAT DIDN'T GO WELL]
Context (optional): [ANYTHING ELSE RELEVANT]

Prompt

You are an organizational psychologist and HR specialist. Generate a targeted employee engagement survey based on the focus area I provide.

Deliverables:
1. **10–15 Likert-scale questions** (1–5 agree/disagree or frequency scale)
2. **3–5 open-ended questions** (invites genuine qualitative feedback)
3. **1 overall rating question** (e.g., "How likely are you to recommend this company as a great place to work?" on a 1–10 scale)
4. **Suggested anonymity note** to include at the top of the survey

Guidelines:
- Avoid leading questions
- Keep questions to one idea each
- Use plain, jargon-free language
- Focus on experiences, not opinions about management by name

---
Organization or team: [NAME]
Focus area: [E.g., "Remote work experience", "Manager effectiveness", "DEI and belonging", "General engagement"]
Recent changes or events to probe: [OPTIONAL]
Things we suspect are issues: [OPTIONAL]

Prompt

You are a procurement analyst. Based on the vendors and criteria I provide, create a structured comparison that includes:

1. **Comparison Table** — Score each vendor 1–5 on each criterion
2. **Weighted Score** — Apply the weights I provide (or equal weight if not specified)
3. **Summary of key trade-offs** for each vendor
4. **Recommendation** with rationale (be direct — pick one)
5. **Open questions** you would want answered before finalizing

Format clearly. Use plain language suitable for a leadership presentation.

---
Vendors: [LIST VENDORS]
Criteria: [LIST CRITERIA]
Weights (optional): [E.g., "cost 40%, support 30%, features 30%"]
Additional context: [BUDGET RANGE, TIMELINE, MUST-HAVES]

Prompt

You are a finance communications specialist. I will give you a budget request and numbers. Write a concise narrative (3–5 paragraphs) that:

1. **States the request clearly** — what is being asked and how much
2. **Explains the business need** — what problem or opportunity this addresses
3. **Quantifies the return** — cost savings, revenue impact, or risk mitigation
4. **Addresses the cost of inaction** — what happens if this isn't approved
5. **Closes with a clear ask** — approval, next step, or timeline

Tone: confident, business-focused. Avoid jargon. Write as if presenting to a CFO who has 90 seconds.

---
Request: [WHAT ARE YOU ASKING FOR]
Amount: [TOTAL COST]
Business case: [WHY THIS MATTERS]
Expected return: [SAVINGS, REVENUE, OR RISK REDUCTION]
Timeline: [WHEN YOU NEED APPROVAL BY]

Prompt

You are a B2B content strategist. Write a LinkedIn post based on the insight or topic I provide.

Format:
- **Hook** (first line — bold, no fluff, makes them stop scrolling)
- **Body** (3–5 short paragraphs OR a numbered/bulleted list — pick what fits better)
- **Takeaway** (one sentence — the "so what")
- **Call to action** (ask a question OR invite comments — not "follow me for more")

Rules:
- No hashtag spam (max 2 relevant hashtags at the end)
- No corporate buzzwords ("synergy", "leverage", "space")
- Short sentences. Line breaks matter.
- Write in first person, conversational but professional
- Target audience: [I'll fill this in below]

---
Topic or insight: [YOUR TOPIC]
Target audience: [WHO YOU'RE WRITING FOR]
Tone: [E.g., "direct and a little edgy" / "measured and credible" / "warm and practical"]
Any specific points to include: [OPTIONAL]

Prompt

You are an email marketing strategist. Based on the details I provide, write a 3-email nurture sequence.

For each email, provide:
- **Subject line** (+ 1 A/B variant)
- **Preview text** (under 90 characters)
- **Body** (conversational, direct, max 150 words)
- **CTA** (one clear action)
- **Send timing** recommendation

Sequence arc:
1. Email 1 — Relevance / "why this matters to you"
2. Email 2 — Proof / social proof or case study angle
3. Email 3 — Urgency / clear reason to act now

---
Product or service: [WHAT YOU'RE PROMOTING]
Target audience: [WHO IS RECEIVING THIS]
Main benefit: [TOP VALUE PROPOSITION]
CTA goal: [E.g., "book a call", "sign up", "download"]
Tone: [E.g., "friendly and direct" / "professional and concise"]

Prompt

You are a PR strategist. Based on the information I provide, write a press release formatted for media distribution.

Structure:
1. **Headline** (present tense, verb-forward, no hype words)
2. **Sub-headline** (adds context the headline couldn't fit)
3. **Dateline** (City, State — Date)
4. **Lead paragraph** (answers who, what, when, where, why — under 50 words)
5. **Body** (2–3 paragraphs expanding key details, data points, context)
6. **Quote from company leader** (sounds like a human said it, not a press release machine)
7. **Quote from partner or customer** (if applicable)
8. **Boilerplate** (standard company description — I'll provide)
9. **Contact block** (name, email, phone placeholder)

Tone: professional, factual, newsworthy. No superlatives. No "excited to announce."

---
Announcement: [WHAT ARE YOU ANNOUNCING]
Key facts: [DATE, NUMBERS, NAMES, LOCATIONS]
Why it matters: [BUSINESS OR INDUSTRY SIGNIFICANCE]
Company boilerplate: [YOUR STANDARD DESCRIPTION]
Executive name and title for quote: [NAME, TITLE]

Prompt

You are a sales strategist. Based on the prospect information I provide, prepare a discovery call brief I can review in 5 minutes before the meeting.

Include:
1. **Company snapshot** (industry, size, recent news worth mentioning)
2. **Likely pain points** based on their business and our offering
3. **3–5 discovery questions** to ask (open-ended, problem-focused)
4. **What success looks like for them** (hypothesize based on role and company)
5. **Red flags to watch for** (signs this isn't a fit)
6. **How to close the call** (clear next step to propose)

Be specific. Skip anything generic that applies to every prospect.

---
Prospect company: [COMPANY NAME]
Contact name and title: [NAME, TITLE]
What we sell: [YOUR PRODUCT/SERVICE]
What I know about them: [NOTES, WEBSITE, LINKEDIN, NEWS]

Prompt

You are a sales communication specialist. Write a follow-up email to send after delivering a proposal.

Requirements:
- Subject line that references the proposal without being generic
- Opens with something specific to our last conversation (I'll provide context)
- Reminds them of the primary business outcome, not the features
- Addresses any concern or question they raised
- Proposes a specific next step with a suggested date
- Closes warmly without being pushy

Length: under 150 words. No fluff.

---
Prospect name: [NAME]
What we discussed: [KEY CONVERSATION POINTS]
Proposal sent: [DATE]
Main benefit we're delivering: [TOP VALUE PROP]
Objection or concern they raised: [IF ANY]
Proposed next step: [E.g., "30-min Q&A call this week"]

Prompt

You are a senior sales coach. Based on the objections I list, write a handling playbook for each one.

For each objection, provide:
1. **Reframe** — shift the framing without being dismissive
2. **Probe** — a follow-up question to understand what's really behind it
3. **Response** — the direct, confident reply (under 60 words)
4. **Trap to avoid** — what a weak rep typically says, and why it fails

Tone: calm, confident, never defensive. These are business conversations, not arguments.

---
Our product/service: [WHAT YOU SELL]
Target buyer: [WHO YOU'RE SELLING TO]
Objections to address:
1. [OBJECTION 1 — E.g., "We don't have budget right now"]
2. [OBJECTION 2]
3. [OBJECTION 3]
Add as many as you need.

Prompt

You are a strategy advisor. Based on the initiative I describe, write a one-page brief for a leadership team.

Structure:
1. **Strategic Rationale** (why this, why now — 2 sentences)
2. **Objective** (what we are trying to achieve — measurable if possible)
3. **Scope** (what is in, what is out)
4. **Key Risks** (top 3 — and mitigation approach for each)
5. **Resource Requirements** (people, budget, timeline at high level)
6. **Decision Needed** (what you are asking leadership to approve or decide)
7. **Success Metrics** (how we will know it worked, at 90 days and 12 months)

Tone: executive-ready. Confident, concise, no filler. Assume the reader has 3 minutes.

---
Initiative: [DESCRIBE THE IDEA OR INITIATIVE]
Context: [WHAT PROBLEM OR OPPORTUNITY IS DRIVING THIS]
Constraints: [BUDGET CAP, TIMELINE, TEAM SIZE — IF KNOWN]

Prompt

You are an operations strategist. Based on the context I provide, build a structured Quarterly Business Review (QBR) outline.

For each section, include:
- Section title and recommended time allocation
- The core question the section should answer
- 2–3 data points or visuals to prepare
- Key decision or discussion prompt for the room

Standard sections (adjust based on my context):
1. Executive Summary / Quarter Scorecard
2. Performance vs. Goals (KPIs, OKRs)
3. What Worked / What Did Not (honest wins and misses)
4. Pipeline and Forecast
5. Priorities for Next Quarter
6. Resource Needs or Blockers
7. Decision Log (what needs leadership sign-off)

---
Company/team: [NAME]
Quarter being reviewed: [E.g., Q2 2025]
Audience: [LEADERSHIP TEAM / BOARD / EXEC TEAM]
Top 3 things that happened this quarter: [BRIEF NOTES]
Biggest challenge or miss: [HONEST ANSWER]
Priorities entering next quarter: [TOP ITEMS]

Prompt

You are an AI strategy consultant preparing a briefing for a C-suite audience. Based on the assessment data I provide, write an executive summary.

Include:
1. **Where we stand** (overall AI maturity rating and what it means in plain language)
2. **Biggest opportunity** (the one thing that would move the needle most)
3. **Biggest risk** (what is most likely to slow or derail progress)
4. **Recommended first move** (specific, actionable — not "explore AI opportunities")
5. **90-day priority** (one team, one use case, one owner)
6. **What leadership must do** (decisions or resources only the executive team can provide)

Tone: direct, no jargon. This will be read by a CEO or COO who has seen too many AI slide decks.

---
Organization: [COMPANY NAME]
Industry: [SECTOR]
Current AI usage: [DESCRIBE WHAT THEY CURRENTLY USE OR DON'T]
Assessment findings: [PASTE ASSESSMENT RESULTS OR BULLET POINTS]
Key concerns from leadership: [IF ANY]

Prompt

You are a senior software engineer. Generate a practical code review checklist tailored to the context I provide.

Organize the checklist into sections:
1. **Correctness** — Does the code do what it claims?
2. **Security** — Common vulnerabilities for this stack
3. **Performance** — N+1 queries, unnecessary allocations, blocking calls
4. **Readability** — Naming, complexity, comments
5. **Testability** — Test coverage, edge cases, mocking approach
6. **Architecture** — Does it fit the existing patterns?
7. **Documentation** — README, inline comments, API docs if applicable
8. **Deployment Risk** — Migration safety, feature flags, rollback plan

For each item, write it as a yes/no question reviewers can check off.

---
Language/framework: [E.g., TypeScript + React, Python + FastAPI]
Type of change: [E.g., new API endpoint, database migration, UI component]
Team experience level: [Junior / Mixed / Senior]
Any specific concerns: [OPTIONAL]

Prompt

You are an expert at prompting AI coding assistants. Based on the project details I provide, write a CLAUDE.md file that instructs Claude Code to follow my team's conventions precisely.

Include sections for:
1. **Project overview** (what it is, tech stack, purpose)
2. **Code style rules** (naming, formatting, patterns to always use)
3. **Patterns to avoid** (anti-patterns, things we never do in this codebase)
4. **File and folder conventions** (where things go, how they're named)
5. **Testing requirements** (what must be tested, testing patterns)
6. **Common commands** (how to run, build, test, lint)
7. **Key dependencies and how we use them**
8. **PR and commit message conventions**

Write this as the actual CLAUDE.md file content, ready to drop into the repo root.

---
Project type: [E.g., Next.js SaaS app, Python data pipeline, React component library]
Tech stack: [LANGUAGES, FRAMEWORKS, KEY PACKAGES]
Style preferences: [E.g., "functional components only", "no classes", "always use Zod for validation"]
Anti-patterns to warn about: [THINGS CLAUDE TENDS TO DO WRONG IN YOUR CODEBASE]
Testing setup: [E.g., Jest + Testing Library, pytest, Vitest]

Prompt

You are a technical lead. Convert the business requirement I provide into a structured technical specification.

Include:
1. **Problem Statement** (what is the user or system trying to accomplish)
2. **Proposed Solution** (high-level approach)
3. **Data Model Changes** (new tables, fields, or schema updates)
4. **API Changes** (new endpoints, modified request/response shapes)
5. **Frontend Changes** (new components, state changes, routes)
6. **Edge Cases and Error States** (what can go wrong, how we handle it)
7. **Out of Scope** (explicitly what this spec does NOT cover)
8. **Open Questions** (decisions still needed before implementation)
9. **Estimated Complexity** (XS/S/M/L/XL with brief rationale)

Format clearly. Use code blocks for schemas or payloads.

---
Business requirement: [PASTE THE FEATURE REQUEST OR USER STORY]
Current tech stack: [FRAMEWORKS, DB, API STYLE]
Constraints: [DEADLINES, MUST NOT BREAK X, MUST INTEGRATE WITH Y]

Prompt

You are an experienced Scrum Master and product strategist. Based on the backlog items and context I provide, generate a sprint planning brief.

Include:
1. **Proposed Sprint Goal** (1–2 sentences — what does the team commit to achieving?)
2. **Story Prioritization** (ranked list with brief rationale for each item's placement)
3. **Dependencies to surface** (anything that could block stories mid-sprint)
4. **Capacity considerations** (flags for team size, PTO, or complexity concerns)
5. **Definition of Done reminder** (what "complete" means for this sprint)
6. **Risk items** (stories likely to spill or needing scoping down)

Be direct. The planning meeting should take less time because of this brief, not more.

---
Sprint number / dates: [E.g., Sprint 14, Feb 24 – Mar 7]
Team capacity: [NUMBER OF DEVELOPERS, ANY PTO OR ABSENCES]
Backlog items to consider: [LIST STORIES OR PASTE FROM JIRA/LINEAR]
Strategic priority this sprint: [WHAT MATTERS MOST RIGHT NOW]
Last sprint outcome: [WHAT WAS COMPLETED / WHAT SPILLED]

Prompt

You are an agile coach facilitating a sprint retrospective. Based on the team input I provide, synthesize the retro output.

Produce:
1. **What went well** (grouped themes, not a list dump)
2. **What did not go well** (root cause framing — not symptoms, causes)
3. **Action items** (format: "[ ] [Owner]: [Specific change] by [Date]")
4. **One process experiment** for next sprint (specific, testable, time-boxed)
5. **Team health pulse** (brief read on morale and collaboration based on the feedback)
6. **What to carry forward into sprint planning**

Keep it honest and constructive. Name patterns, not people.

---
Sprint: [NUMBER / DATES]
Team: [TEAM NAME OR SIZE]
What the team said went well: [PASTE INPUTS]
What the team said did not go well: [PASTE INPUTS]
Previous action items: [DID THEY GET DONE?]

Prompt

You are a project manager. Write a clear, non-technical status update for stakeholders who are not on the project team.

Format:
1. **Status** (On Track / At Risk / Off Track) with a one-sentence reason
2. **This period: what we accomplished** (3–5 bullets, outcome-focused)
3. **Next period: what we're focused on** (3–5 bullets)
4. **Blockers or decisions needed** (what stakeholders need to do — be specific)
5. **Key metrics** (progress vs. plan on timeline, budget, scope)
6. **Anything stakeholders should know** (risks, trade-offs, upcoming asks)

Rules:
- No jargon. Write for a VP who cares about outcomes, not tasks.
- Bullets over paragraphs.
- If something is behind, say so directly.

---
Project name: [NAME]
Reporting period: [DATE RANGE]
What was completed: [YOUR NOTES]
What is coming up: [YOUR NOTES]
Any blockers or risks: [YOUR NOTES]
Status: [ON TRACK / AT RISK / OFF TRACK]