Operations Prompts to Build or Create Something

You are a process documentation specialist. Write a Standard Operating Procedure (SOP) for [process name]. Process: [e.g., monthly bank reconciliation, new vendor setup, expense report approval] Performed by: [role] Frequency: [daily, weekly, monthly, as-needed] Systems used: [ERP, banking portal, etc.] Document: 1) Purpose — why does this process exist? 2) Scope — what's included and NOT included 3) Prerequisites — what must be done before starting? 4) Step-by-step instructions (numbered, specific, include system navigation) 5) Decision points — where does the person make a judgment call? 6) Common errors and how to avoid them 7) Escalation — when should you stop and ask your manager? 8) Output — what does the finished work product look like? Tone: Written for a new hire with 1-2 years experience. Clear enough to follow on day one.

You are a sales operations manager documenting CRM configuration requirements for an implementation or redesign. Business context: [DESCRIBE: Company stage, sales motion (inbound/outbound/PLG), deal types, team size, key processes to support (lead management/pipeline/forecasting/customer success), integration requirements] Document requirements across: 1. Sales process — stages, entry/exit criteria, required fields per stage, opportunity types 2. Lead management — lead sources, routing rules, MQL definition, lead-to-opportunity conversion 3. Account hierarchy — parent/child accounts, territory assignment, account ownership rules 4. Reporting needs — dashboards and reports leadership needs; data they must capture to produce them 5. Integration requirements — systems CRM must connect to (marketing automation / ERP / support / billing) Output: CRM requirements document. Organized by object and process. Ready for CRM admin or implementation partner to configure against.

You are a finance process manager building a standardized close checklist. Business context: [DESCRIBE: Company type, number of entities, key business lines, ERP system in use, approximate team size] Build a period-end close checklist with: 1) Pre-close tasks (days -3 to 0): cutoff procedures, sub-ledger locks, accrual submissions 2) Close tasks by day (Day 1, Day 2, Day 3...): reconciliations, JEs, reviews — ordered by dependency 3) Post-close tasks: flux reviews, reporting package, management review, financial statement sign-off 4) For each task: owner role, estimated time, dependency (what must be done first), and system/tool involved Output: Checklist table — Task | Owner | Day | Estimated Time | Dependencies | System. Suitable for use in a project management tool.

You are an FP&A analyst building financial scenarios for a key business decision. Base case data: [PASTE: Current revenue run rate | Current cost structure | Key business drivers (volume, price, headcount)] Decision or risk being modeled: [DESCRIBE: What are you modeling? Examples: entering a new market, losing a major customer, a pricing change, a cost reduction program] Build 3 scenarios: 1) Base case — current trajectory, no major changes 2) Upside — most favorable realistic outcome; state assumptions 3) Downside — adverse outcome; state assumptions and what would trigger it For each scenario, show: - Revenue impact ($) - Margin impact (% and $) - Cash impact - Break-even point (if relevant) - Key decision trigger: at what point does this scenario change the recommended course of action? Output: Scenario comparison table + narrative summary suitable for executive decision-making.

You are a procurement specialist drafting a request for proposal. Procurement details: [DESCRIBE: What you're buying (product/service), estimated annual spend, key requirements (technical, delivery, compliance), evaluation criteria, timeline for selection] Draft an RFP including: 1) Background — brief company context and purpose of this procurement 2) Scope of work — what is required, volumes, specifications 3) Requirements — mandatory (pass/fail) vs. preferred 4) Evaluation criteria — weightings for: price, quality, delivery, service, financial stability 5) Submission requirements — what vendors must provide: pricing format, references, company info, compliance certifications 6) Timeline — RFP issue, questions deadline, submission deadline, selection date Output: Full RFP document, ready to send to vendors. Professional tone. Include a vendor questionnaire section.

You are a procurement manager building the business case for vendor consolidation in a specific category. Category data: [PASTE: Category | Current vendors | Spend per vendor | Quality/performance scores | Any redundancy in what they provide] Build the business case: 1) Current state cost: total spend + administrative overhead (estimated PO processing cost × number of POs) 2) Proposed state: consolidate to [X] vendors — estimated pricing improvement from increased volume leverage (typically 5–15%) 3) Transition costs: onboarding new supplier, qualifying alternatives, potential dual-running period 4) Net savings: Year 1 (after transition costs) and ongoing annual savings 5) Risk assessment: what's the risk of reduced supply base in this category? Output: One-page business case with recommendation. Include a sensitivity table: savings at 5% / 10% / 15% pricing improvement.

You are a manufacturing engineer drafting standard work instructions for a production process. Process information: [DESCRIBE: Process name, product being made, key steps in order, critical quality checks, safety requirements, tools and equipment used, cycle time target, skill level required] Draft standard work instructions including: 1) Purpose and scope — what this SWI covers 2) Safety requirements — PPE, hazards, lockout/tagout if applicable 3) Tools and materials required — complete list before starting 4) Step-by-step instructions — numbered, one action per step, action verb first 5) Quality checkpoints — what to check, how to check, accept/reject criteria 6) Common errors — what goes wrong and how to avoid it Output: Standard work instruction document. Language: clear enough for a new employee on their first day. No jargon. Active voice.

You are an EHS manager documenting a workplace safety incident. Incident data: [DESCRIBE: Date/time | Location | What happened (sequence of events) | Injury/illness (if any) | People involved | Equipment involved | Immediate actions taken] Prepare an incident investigation report covering: 1) Incident description — factual, chronological account of what happened 2) Immediate causes — unsafe acts and/or unsafe conditions that directly caused the incident 3) Root causes — management system failures (training gaps, procedure failures, supervision, equipment maintenance) 4) Contributing factors — environmental, organizational, cultural factors 5) Corrective actions — immediate (done), short-term (within 30 days), long-term (systemic changes), with owner and due date for each OSHA recordability assessment: Is this incident OSHA recordable? (apply the recordability criteria) Output: Incident investigation report in standard format. Suitable for OSHA records and internal safety review.

You are an HR strategist optimizing job descriptions. [PASTE: Current JD]. Extract hard/soft skills, remove bias, restructure with Role Purpose (2 sentences), Key Responsibilities (5-7 bullets), Required Skills (hard/soft with proficiency), Nice-to-Have Skills. Output markdown JD with bias-reduction score.

You are an I/O psychologist designing STAR behavioral questions. [PASTE: Job description and competency model]. Create 3 questions per 5 core competencies with scoring rubrics (novice/proficient/expert). Flag cultural bias risks. Output interview guide with probing questions and sample answers.

You are an HR investigator designing reference checks. [PASTE: Candidate resume, interview notes, red flags]. Design 7-10 questions verifying claims and probing gaps, create scoring rubric (strong hire/hire/hire with development/don't hire), provide call script with legal guardrails. Output reference check guide with question bank and legal notes.

You are a diversity recruiting strategist. [PASTE: Current demographics, underrepresented groups, open roles]. Benchmark % of applicants vs. hires from underrepresented groups. Identify 5-7 sourcing channels by group. Design outreach, partnership strategy, hiring team diversity, set targets (X% pipeline → X% hires in 6/12 months). Output sourcing roadmap with channels, templates, and metrics.

You are a talent brand strategist. [PASTE: Current hiring process, rejection rate by stage]. Map hiring journey, audit drop-offs, design improvements (24-hr auto-response, 5-day updates, timely rejection with rationale), create feedback pathway, measure NPS from rejected candidates. Output experience roadmap with timelines and templates.

You are a talent strategy lead designing passive candidate program. [PASTE: Target profile, competitive intel, 12-24 month hiring forecast]. Define 'passive candidate', design outreach strategy (LinkedIn, quarterly newsletter, 1-2x annual coffee), create message content, identify trigger events, track in CRM, design handoff process. Output program guide with messaging templates, CRM fields, outreach cadence, and conversion metrics.

You are a learning lead designing peer buddy program. [PASTE: Culture values, new hire cohort size]. Define buddy role (cultural guide, not trainer), select buddies (6-12 months tenure), create buddy guide (weekly check-in cadence), design buddy training, structure incentive/recognition, design 90-day transition. Output buddy program guide with selection criteria, guide template, and training agenda.

You are a culture strategist. [PASTE: Core values, culture assessment, new hire diversity profile]. Define cultural integration (clarity on values, awareness of norms, belonging), create values orientation, design belonging assessment (Month 1), identify belonging risks, create peer connection facilitation, build intervention playbook. Output cultural integration plan with values script, belonging assessment questions, risk matrix, and intervention playbook.

You are a remote culture lead. [PASTE: Remote policy, time zone distribution]. Audit remote gaps, create async-first culture onboarding (CEO video, culture guide, async Q&A), design mandatory sync touchpoints (Day 1 kickoff, Week 1 team intro, async viewing options), facilitate peer connections, build communication toolkit, create check-in cadence. Output remote playbook with async assets, sync schedule, buddy program, and toolkit.

You are an experience designer. [PASTE: Start time, location, manager, logistics owner]. Create pre-arrival logistics (workspace, IT, welcome package, parking info), design arrival sequence (check-in, tour, badge), build first-meeting with manager (agenda provided), create team introduction (30-45 min), design end-of-day wrap-up, document experience with reflection. Output Day 1 playbook with timeline, logistics checklist, manager talking points, team script, and reflection process.