Prompt Pack
Top 5 ChatGPT Prompts for Business Ops
Intake, follow-up, weekly reporting, admin drafting. Copy, adapt, use.
These are the 5 prompts that show up in almost every engagement I run. Not clever tricks, just operational tools. Copy them into ChatGPT or Claude, drop in your context, and adapt the bracketed fields. They work across industries because they are built around what every service business actually does.
What's inside
- Client intake summary prompt: turn a messy intake form into a clean brief in 30 seconds
- Follow-up email draft: personalised, not templated, based on last interaction context
- Weekly operations report: pull from notes and turn into a structured summary
- Meeting prep brief: feed it context, get a 5-point prep sheet before any call
- Admin task delegation prompt: convert a voice note into a task list with owners and deadlines
Why it works
Most AI prompts are written to impress, not to work. These were built and refined across real client operations in dental, beauty, agency, and consulting. The format is consistent: context block, task, output format. That structure is what makes them reliable across different businesses and team sizes.
Full Resource
How to use these prompts
- Copy the full prompt including the context fields.
- Replace every item in [BRACKETS] with your actual information.
- Paste into ChatGPT (GPT-4o) or Claude Pro.
- The more specific your context, the better the output. Generic context = generic output.
- These work across industries. The bracketed fields are where you make them specific to your business.
Prompt 1: Client Intake Summary
Use after receiving an intake form or long enquiry email. Turns messy input into a clean brief in 30 seconds.
You are an expert operations assistant. I will paste the contents of a client intake form below. Your task: 1. Extract and summarise the key information in bullet points 2. Identify the client's primary pain point in one sentence 3. List 3 specific questions I should ask on the first call based on what they wrote 4. Flag any red flags or gaps in what they told me Format the output clearly with headings for each section. Be direct and specific -- no filler. Client intake form: [PASTE INTAKE FORM CONTENT HERE]
Prompt 2: Follow-Up Email Draft
Use after any call or conversation. Generates a personalised follow-up in seconds.
You are writing a follow-up email on behalf of [YOUR NAME] at [BUSINESS NAME]. Context about this contact: - Name: [CONTACT NAME] - Business: [THEIR BUSINESS TYPE] - Last interaction: [BRIEF DESCRIPTION -- e.g. "intro call on Thursday, they mentioned cashflow issues"] - What was agreed or discussed: [WHAT YOU SAID WOULD HAPPEN NEXT] - Tone of relationship: [professional / warm / casual] Write a follow-up email that: - Opens with a specific reference to what was discussed, not a generic opener - Confirms the next step clearly - Keeps to 4 to 6 sentences maximum - Avoids: "I hope this email finds you well", "As per my last email", "Please do not hesitate" - Ends with one clear action item for them No subject line unless I ask separately.
Prompt 3: Weekly Operations Report
Paste your notes, messages, and updates from the week. Outputs a structured summary in under a minute.
I will give you notes, messages, and updates from this week. Turn them into a structured weekly operations report. Format: WINS THIS WEEK (bullet list, maximum 5) WHAT DID NOT GET DONE AND WHY (honest, bullet list) DECISIONS THAT NEED TO BE MADE (each item with what information is needed before deciding) NEXT WEEK PRIORITIES (top 3 in order of importance) FLAGS (anything that might become a problem if not addressed soon) Rules: - Bullet points only. No paragraphs. - Write in first person. - Be direct and specific. No softening language. - If something is incomplete, say so plainly. My notes from this week: [PASTE YOUR NOTES, MESSAGES, OR VOICE NOTE TRANSCRIPT HERE]
Prompt 4: Meeting Prep Brief
Use before any call. Generates a 5-point prep brief so you walk in knowing exactly what to say.
I have a call coming up. Generate a 5-point prep brief. Meeting details: - Who I am meeting: [NAME, ROLE, COMPANY OR CONTEXT] - Purpose of the meeting: [WHAT WE ARE TRYING TO ACHIEVE] - What they know about me going in: [WHAT CONTEXT THEY HAVE] - Prior interactions: [PREVIOUS CALLS, EMAILS, OR PROPOSALS -- or "first contact"] - What I want to walk out with: [OUTCOME OR DECISION I NEED] The brief must include: 1. The one thing they care most about going into this call 2. The most likely objection or hesitation they will raise 3. The 3 questions I should ask and in what order 4. What I should NOT say or raise in this meeting 5. How to close the call well -- what to ask for at the end
Prompt 5: Admin Task Delegation Brief
Paste a voice note or rough description of a task. Outputs a clear delegation brief with no ambiguity.
I have a task or set of tasks that need to be delegated or structured. Turn the following into a clear delegation brief. My rough description or voice note transcript: [PASTE HERE] Output format for each task: TASK TITLE: (one clear title) WHAT NEEDS TO HAPPEN: (3 to 5 bullet points) DEFINITION OF DONE: (exactly what completed looks like -- specific and testable) OWNER: [leave blank if not assigned] DEADLINE: [leave blank if not set] RESOURCES NEEDED: (tools, access, files, or information required) OPEN QUESTIONS: (anything unclear that must be confirmed before starting) If I described multiple tasks, give a separate brief for each one.
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