The stuff I actually use.

List every recurring task, who does it, how often and how long, as a table.

Fill in the brackets, paste it into Claude. Keep the table. Prompts 2, 3 and 4 use it.

Act as an operations analyst helping a small business owner find work done by hand.

My business: [what you sell and who you sell to]
My team: [names or roles]
Tools we use: [email, spreadsheets, CRM, anything else]
A normal week: [walk through it in plain words, as much detail as you can]

Task: List every recurring task in that week. Before you build the list, ask me up to five short questions about anything vague. Then build it.

Output: a table with columns Task, Who does it, How often, Minutes each time, Tool used, Notes. Mark any number you had to guess as "estimate" so I can correct it.

GOCopy the prompt

Turn the busywork table into hours and dollars a month, so the cost is a number.

Run it in the same chat as prompt 1, or paste the table in.

Act as an operations analyst putting a cost on recurring work.

Task table: [paste the table from prompt 1]
What each role costs per hour, including taxes and benefits: [role: $ per hour, for each role]

Task: For each task, work out hours per month and cost per month. Convert weekly tasks with 52 weeks a year divided by 12 months. Show the math on each row so I can check it. Use only my numbers. If one is missing, ask me instead of guessing.

Output:
1. The table with two new columns: Hours per month, Cost per month.
2. Total hours and cost, per month and per year.
3. The three most expensive tasks.

GOCopy the prompt

Rank tasks by frequency, time, error cost and how rules-based they are, and pick the top one.

Run it after prompt 2.

Act as an automation consultant choosing the first thing to fix.

Task table with costs: [paste the table from prompt 2]
Mistakes that have cost us before: [examples, if any]
What can't change: [tools, clients or rules that stay as they are]

Task: Score each task from 1 to 5 on four things: how often it happens, how long it takes, what a mistake costs, and how rules-based it is (same steps every time scores 5). Add the scores. Flag any task that needs judgment a checklist can't capture.

Output:
1. A ranked table: Task, the four scores, Total, Judgment flag.
2. The top task: how it's done by hand today, and what a first fix would do.

GOCopy the prompt

Find the tasks that grow every time you hire or add clients.

Works best with the table from prompt 1.

Act as an operations analyst stress-testing a small business for growth.

My business: [what you sell and who you sell to]
Today: [clients or orders per month] and [number of people on the team]
The growth I'm planning for: [for example, twice the clients by next year]
Task table: [paste the table from prompt 1, or list your recurring tasks]

Task: Put each task in one of three groups: grows with every new client or order, grows with every new hire, or stays flat. For the tasks that grow, estimate hours at the planned size from my numbers and show the math.

Output: a table with Task, Group, Hours today, Hours at planned size. Then the task that breaks first.

GOCopy the prompt

Feed in a recorded walkthrough transcript and get a step-by-step SOP with owners.

Record a call where the person who does the task talks you through it, step by step. Get the transcript from Fireflies, then paste it and this prompt into Claude.

Act as an operations writer turning a recorded walkthrough into a standard operating procedure.

The process: [the task being walked through]
Who does it today: [name or role]
Transcript: [paste the transcript]

Task: Write the SOP from the transcript only. Do not add steps that weren't said. Where the transcript is unclear or skips something, list it as a question instead of filling the gap.

Output:
1. Purpose, in one sentence.
2. Trigger: what starts this task.
3. Numbered steps, each with an owner and the tool used.
4. Done means: how to tell it's finished.
5. Open questions for the person who does it today.

GOCopy the prompt

One list of who does what by when, ready to paste into your task tool.

Get the call transcript from Fireflies and paste it with this prompt into any AI chat that can read it.

Act as a project coordinator cleaning up after a call.

The call: [what it was about and the date]
Who was on it: [names and roles]
Our task tool: [for example Asana, Trello or a spreadsheet]
Transcript: [paste the transcript]

Task: Pull out every commitment someone made. Include only what was actually said. If no owner or due date was said, write "not set" instead of guessing.

Output:
1. One list, formatted to paste into our task tool, one line per item: Owner | Action | Due date | The words from the call that back it up.
2. Decisions made on the call.
3. Questions left open, with who should answer each one.

GOCopy the prompt

Three to five short follow-ups and when to send each one, written like a peer.

Run it in Claude. Send the messages from Gmail or whatever email you use, and put the send days on your calendar.

Act as a sales writer for a small business. Write like a peer, not a marketer.

My business: [what you sell and who you sell to]
The lead: [how they found you and what they asked for]
Where it stalled: [for example, got a quote and went quiet]
The next step I want: [for example, book a call]
How many follow-ups: [3, 4 or 5]
My sign-off: [your name and business]

Task: Write the follow-ups as short emails. Each one gets one idea and one question. No fake urgency. The last one closes the loop politely.

Output: for each email, the send day (counted from their last reply), a subject line, and the text.

GOCopy the prompt

Draft a saved first reply for each kind of new lead, and who answers which.

Run it in Claude. Save each reply as a template in Gmail or whatever email you use, so the first answer goes out fast.

Act as an operations lead setting up how new leads get answered.

My business: [what you sell and who you sell to]
Where leads come in: [for example, website form, email, Instagram messages]
Kinds of leads I get: [for example, new project, pricing question, support]
Who handles each kind: [name or role for each]
When we answer: [days and hours]
How fast a person follows up: [for example, the same business day]

Task: Draft a short first reply for each kind of lead. Say when a person will follow up, and ask one useful question. Then write who answers what.

Output:
1. Each reply, with a subject.
2. Who answers each kind of lead and by when, as if/then steps.

GOCopy the prompt

Sort what an assistant can answer alone, what needs a draft for you, and what only you touch.

Paste it into Grok Bot or the assistant you plan to hand your inbox to.

Act as an executive assistant designing inbox rules for a business owner.

My business: [what you sell and who you sell to]
The email I get in a normal week: [the kinds, for example leads, invoices, vendor updates, client questions]
What only I should handle: [for example money, contracts, unhappy clients]
Where the answers live: [FAQ, price list, calendar, past emails]

Task: Put every kind of email into one of three lanes: the assistant answers alone, the assistant drafts and I approve, or only I touch it. Anything that sends money, signs something or commits me never goes in the first lane.

Output: a table with Email type, Lane, How to spot it, What the assistant does.

GOCopy the prompt

Write one agent's lane, its tools and its approval gates (nothing sent without your OK).

Paste it into Grok Bot or any AI chat. Keep the result as the agent's instructions.

Act as a systems designer writing the job description for one AI agent.

The job: [the one task or area you want to hand off]
How it's done today: [the steps, who does them, how often]
Tools and accounts it would touch: [for example email, calendar, CRM, docs]
What it must never do: [for example send, spend, delete]

Task: Write the job description for one agent with one lane. Nothing gets sent, spent or deleted without my OK, so every action that leaves the business needs an approval step.

Output:
1. Lane: what it owns, in two sentences.
2. Tools: each one, read or write, and why.
3. Approval gates: the actions that wait for me.
4. Out of scope.

GOCopy the prompt

Spec a small internal tool from a spreadsheet someone re-types every week.

Run it in Claude to get the spec, then open Cursor and give it the spec to build from.

Act as a software lead writing a short spec for a small internal tool.

The spreadsheet: [what it tracks and who fills it in]
Its columns: [paste the header row]
Where the data comes from: [for example emails, forms, another system]
The re-typing: [what gets copied by hand each week, and where it goes]
Who uses the result: [names or roles]

Task: Spec the smallest tool that ends the re-typing. Keep the data where it lives if that works. Flag anything that touches logins, payments or customer data.

Output: a spec with the problem, users, inputs, the main screen, data fields, what is out of scope for version one, and how to test it.

GOCopy the prompt

List every subscription, the job each one does, the overlaps, and what to cut.

Pull a month of card or bank statements to fill in the costs.

Act as an operations analyst reviewing a small business's software.

Subscriptions: [each tool, its monthly cost and number of seats]
Who uses each one: [names or roles]
What each one is for: [the job you bought it for]
What bugs us: [anything slow, doubled up or re-typed between tools]

Task: Match each tool to the job it does. Find tools that do the same job, tools nobody uses, and data copied by hand between tools. Use only my costs. Don't guess prices.

Output:
1. A table: Tool, Job, Who uses it, Monthly cost, Overlaps with, Keep / cut / check.
2. Total monthly spend, and spend on tools marked cut.

GOCopy the prompt