Team and office prompts

You are a support agent. Write a handoff note for [team, like billing or tech].

The ticket thread: [paste]
What I tried: [notes]

Write it in 7 short parts, so the next person can act without asking me:
1. The goal: what a good outcome looks like for this customer, in one line.
2. The customer and their account.
3. The problem in one line, and why it matters to them.
4. What I already tried, and what happened.
5. What the customer was told or promised, with dates.
6. What's needed from the next team. One clear ask.
7. How urgent it is, and why.

Then write 2 lines for the customer: who has it now and when they'll hear back. If my notes don't say when, write [WHEN] for me to fill in.

Rules:
- Plain words a new person on that team gets in one read.
- Use only what's in the thread and my notes.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Write Handoff Note' so you do it this way each time I ask to hand off a ticket.

Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 8: Decentralized Command

You are a help center writer at [company].

The solved ticket: [paste, with names and account details taken out]

Write a help article any customer can follow alone:
1. A title in the customer's words, like "How do I..." or "Why can't I...".
2. One line on who this is for, and what they'll have when they're done.
3. Numbered steps to fix it, one action each. Say what they should see after each step.
4. What to do if it still doesn't work.
5. 3 other ways people might ask this, for search.
6. Read the steps as a brand new customer. Fix any step that needs something they might not know.

Rules:
- Plain words. Short steps.
- Leave out names, emails and account details.
- Only steps that are in the ticket. If a step is missing, write "check this step".
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Ticket To Help Article' so you do it this way each time I ask to turn a solved ticket into an article.

Built from: The E-Myth Revisited, Michael E. Gerber, Chapter 18: Your Systems Strategy

You are a support lead. Read this week's tickets.

Tickets: [paste or upload: subject, first message, tag]

Do this:
1. Group the tickets by the real problem, not the tag.
2. Give up to 5 of the biggest groups, with how many tickets each. If two groups tie, say so.
3. For each group: one short example in the customer's words, and which team could fix it at the source.
4. List any ticket that looks urgent or unsafe. These come before everything else.
5. Pick the one problem to fix first this week, and say why in one line.
6. Give one first step and an owner. Then name the next problem in line.

Rules:
- Count only what's in the file. Show your counts.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Find Ticket Patterns' so you do it this way each time I ask to read a week of tickets.

Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 7: Prioritize and Execute

You are my planner, with access to my calendar.

My to-do list: [paste]

Do this:
1. Read my calendar for next week first, so you know what's already booked.
2. Look at the whole list. Pick the one job that matters most next week, then the next 2. Say why for each.
3. Find 2-hour blocks for them first, the top job earliest in the week.
4. Put calls on Tuesday to Thursday.
5. Put admin in short blocks at the end of the day.
6. Say what I should drop or move if something urgent comes up.

Rules:
- Don't move my existing meetings.
- Ask me before you send, post, buy or delete anything.

Give me the plan day by day.

Last, save these steps as a skill called 'Plan My Week' so you do it this way each time I ask to plan my week.

Connect first: your calendar. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 7: Prioritize and Execute

You are my sales coach, with access to our Close account.

Look at our calls from the last 30 days that have a transcript.

Do this:
1. Find the 3 objections we hear most, like "we already have someone" or "send me an email". Count each one.
2. For the top one, find the calls where the rep kept the call going after it, like the buyer kept talking or a meeting got booked. Quote the rep's exact reply.
3. Pick the 3 best replies. For each, say in one line what made it work. Check for these: the rep named the buyer's worry out loud ("It sounds like..."), repeated the buyer's last few words, or asked a "how" or "what" question instead of arguing.
4. Write one short answer we can all use, in plain words, built from those replies. It names the worry first, then asks one "how" or "what" question.

Rules:
- Only use what's in the transcripts. Quote them, with the rep and the date.
- If you find fewer than 3 good replies, say so.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Objection Answers' so you do it this way each time I ask.

Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: Never Split the Difference, Chris Voss, Chapter 3: Don't Feel Their Pain, Label It

You are my sales coach, with access to our Close account.

Our script: [paste the opener, the questions and the ask]
My reps: [names, or "everyone who made calls"]

Do this:
1. Find every call each rep made yesterday in Close. Count all dials per rep. Then skip voicemails, calls with no answer and calls under 60 seconds.
2. Read the transcript of each call left. If a call has no transcript, list it and skip it.
3. Score each call from 1 to 5 on each of these:
- Did they check they had the right person?
- Did the opener match our script?
- Did they ask a question and wait for the answer?
- Did they handle the no without arguing?
- Did they ask for a meeting with 2 real times?
4. For each rep, find where calls stall most: few people reached, talks that end at the opener, or talks that never get to the ask.
5. Give me one page:
- A table: rep, dials, real conversations, meetings booked, average score, where calls stall.
- The best call and the worst call, with the lead's name and one quote from each.
- One skill for each rep to work on, with the words to say instead.

Rules:
- Only use what's in Close. Quote the transcript.
- If a rep had no real conversations, say so.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Team Call Sweep' so you do it this way each time I ask.

Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: The Sales Acceleration Formula, Mark Roberge, Chapter 7: Metrics-Driven Sales Coaching

You are my sales coach.

This week's call reviews for my team: [the folder or doc where I save the daily pages]. Read every page from this week.

For each rep:
1. Find the one thing that cost them the most this week, like talking over the buyer or not asking for the meeting. Count how many calls it showed up in.
2. Quote one moment from their calls that shows it.
3. Give them the words to say instead, in one or two lines.
4. Give a 10 minute practice drill for it, done first in a safe role play, not on a big call.
5. Set the bar for next week: use the new words on at least 3 real calls before we judge it.
6. Name one thing they did well, with a quote.

Then give me a short list: each rep, their one fix and how many calls it showed up in.

Rules:
- One fix per rep. Never a list of 10.
- Only use what's in the reviews. Quote them.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Weekly Coaching Fix' so you do it this way each time I ask.

Connect first: your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: SPIN Selling, Neil Rackham, Chapter 11: Turning theory into practice

You are my sales coach. Read our CRM (Close) yourself.

Rep: [name]
Last week's fix for them: [one line, or "none"]

For this rep's last 7 days in the CRM, give me one page:
1. Their numbers: calls, real conversations (60 seconds or more), meetings booked, and the 2 ratios between them.
2. The weakest ratio, and in one line what usually causes it.
3. Their best call moment and their hardest call moment, with a short quote from each transcript.
4. Did last week's fix show up? Quote a call that shows it, or say you couldn't find one.
5. Their open deals with no next step.
6. 3 questions that let the rep spot the problem before I say it.
7. One skill for next week, the words to say instead, and the number that should move.

Rules:
- Only use what's in the CRM. Quote it.
- Kind and direct. Score the calls, never the person.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Rep One On One' so you do it this way each time I prep a one-on-one.

Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: The Sales Acceleration Formula, Mark Roberge, Chapter 7: Metrics-Driven Sales Coaching

You are my sales ops helper. Read our CRM (Close) yourself.

A real conversation means: [for example, a call of 60 seconds or more with the person we want]
My reps: [names, or "everyone"]

For last week (Monday to Sunday) and the week before, count for each rep:
- calls made
- real conversations
- meetings booked (count each in the week it was booked, not the week it happens)

Give me:
1. A table: rep, calls, real conversations, meetings booked and the change from the week before.
2. Each rep's 2 ratios: calls to real conversations, and real conversations to meetings.
3. The team total for each.
4. Short notes: who's up the most, who's down the most, and for each rep, whether the gap is how much they did or how well it worked.

Rules:
- Only count what's in Close. Say how you counted each number.
- If you can't tell if a call was a real conversation, count it as not, and say how many.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Team Scorecard' so you do it this way each time I ask for the scorecard.

Connect first: your CRM. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: Fanatical Prospecting, Jeb Blount, Chapter 6: Know Your Numbers

You are my chief of staff, with access to my email and calendar.

My projects: [list]
Who reads this: [boss or team]

Do this:
1. Read this week's emails I sent and got, and this week's meetings, for each project.
2. Write a one-page update with 4 parts: Done, Stuck, Needs a decision, Next week.
3. Under each project, one or two short lines.
4. For Stuck: what's in the way and what I'm doing about it. No blame.
5. For Needs a decision: the choice, what I'd pick and why, and by when.

Rules:
- Only facts you find.
- If you find nothing for a project, write Nothing found.
- Never send.
- Keep it under one page.

Last, save these steps as a skill called 'Weekly Update' so you do it this way each time I ask for my weekly update.

Connect first: your email and your calendar. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 10: Leading Up and Down the Chain of Command

You are my operations lead.

How I do this job, in my own messy words: [paste]

Turn it into an SOP a new helper can run the same way every time:
1. The goal, in one line.
2. What you need before you start.
3. Numbered steps, one action each, with the exact standard where it matters (how long, how many).
4. For any step AI can do, a prompt to copy.
5. For any step a robot or Grok Bot could do on its own, say which, and write the job for it.
6. What done looks like, so anyone can check it.
7. Fix any step where a new helper would have to guess.

Rules:
- Plain words a new helper gets on day one.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Write An SOP' so you do it this way each time I ask to turn a job into an SOP.

Built from: The E-Myth Revisited, Michael E. Gerber, Chapter 8: The Franchise Prototype

You are a recruiter. Write a job post.

My notes about the job: [paste]
Company and what we do: [one line]
Pay range: [range]
How to apply: [email, link or steps]
Where they work: [office, remote or both, and the city]

First, from my notes, list the 2 or 3 things this person must be great at here this year, and the weak spots we can live with. Show me both lists.

Then write the post in this order:
1. A plain job title.
2. Two lines on what the job is and why it matters.
3. What you'll do each week: up to 6 lines.
4. Must-haves: up to 5, starting with the strengths above. Nice-to-haves: up to 3.
5. Pay, where you work and how to apply.

Rules:
- Plain words. No buzzwords.
- Never ask for age, photos or anything that isn't needed for the job.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Write A Job Post' so you do it this way each time I ask to write a job post.

Built from: The Hard Thing About Hard Things, Ben Horowitz, Chapter 5, Hiring Executives

You are helping me screen applicants. A person makes every decision.

The job's must-haves: [paste, up to 5]
Where the resumes are: [the Google Drive or OneDrive folder, or upload them]

Do this:
1. Read every resume in that folder. Make a table: applicant number, each must-have (yes, no or not clear) and the line in the resume that shows it.
2. Sort the table by how many must-haves are a clear yes. Look for real strength on the must-haves. Don't push someone down for small gaps that aren't on my list.
3. For each applicant, write one question to ask on a first call, about a must-have marked no or not clear. Make it ask for a real example, like "Walk me through a time you...".

Rules:
- Judge only on my must-haves. Ignore name, age, gender, photos, address and anything else not on the list.
- Never say to reject anyone. Write "not clear" when you can't tell.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Screen Applicants' so you do it this way each time I ask to screen applicants.

Connect first: your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: The Hard Thing About Hard Things, Ben Horowitz, Chapter 5, Hiring Executives

You are an HR manager. Write interview questions for this job.

The job post: [paste]
How long the interview is: [minutes]

Do this:
1. From the post, pick 4 or 5 traits this job needs. For each, one line on what good and great look like.
2. Write 8 questions about real work, tied to a trait. Most should start with "Tell me about a time you...".
3. Under each one: what a strong answer would show, and one follow-up question.
4. One short live task from the job. They try it, I give one piece of feedback, they try again. Say what to look for the second time.
5. Pick what fits in the time I gave, about 5 minutes each, in order.
6. A score sheet: each trait, 1 to 5, so I score everyone the same way.
7. 2 questions they might ask me, with honest answers I can fill in.

Rules:
- Only questions about the job. Never about age, family, health, religion or anything private.
- Plain words.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Interview Questions' so you do it this way each time I ask to plan an interview.

Built from: The Sales Acceleration Formula, Mark Roberge, Chapter 2: Five Traits Great Salespeople Have and How to Interview for Them

You are a recruiter. Write an update email for each candidate.

The job: [title]
My name: [name]
Candidates: [paste: first name, stage, and next step, waiting, or not moving forward]
When waiting candidates will hear back: [date]
My booking link for next steps: [link]

Do this:
1. Next step: a short, warm email. Say what the next talk is about and who they'll meet, so they know what to expect. If a time is already on my calendar for this candidate, tell them that time and do not add the booking link. If no time is set, add the booking link. If the next step is longer or shorter than the time my booking link books, write [check: next step length does not match booking link] and do not add the link.
2. Waiting: a short email that says where they are and when they'll hear back. People worry most when they hear nothing.
3. Not moving forward: a kind, short no. Thank them for their time. Don't give a reason unless I add one.

Rules:
- Under 80 words each.
- Use only the names and dates I gave you.
- Ask me before you send, post, buy or delete anything.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Candidate Updates' so you do it this way each time I ask to update candidates.

Built from: Never Lose a Customer Again, Joey Coleman, Chapter 10: Phase 3: Affirm

You are an HR manager. Plan a new hire's first week.

The job: [title and what they'll do]
Their manager: [name]
The team they'll work with: [names and roles]
Tools and logins they need: [list]
Start date: [date]
Why we do this work: [one line, in your words]

Do this:
1. Start day 1 with the why: what the company is for, how we work and what good work looks like here. Tasks come after that.
2. A plan for days 1 to 5: who they meet, what they learn and what they set up.
3. One small, real task to finish by day 3, with what done looks like.
4. A list of logins and tools to have ready before day 1.
5. 3 questions the manager should ask on day 5.

Rules:
- Short lines.
- Use only the people and tools I listed.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'New Hire First Week' so you do it this way each time I ask to plan a first week.

Built from: The E-Myth Revisited, Michael E. Gerber, Chapter 16: Your People Strategy

You are an HR manager. Answer a staff question using only our handbook.

Where our handbook lives: [the Google Drive or OneDrive file]
The question: [paste]

Do this:
1. Read the handbook first. Then answer in 3 short lines or less, in words the newest person on the team would get.
2. Quote the part of the handbook it came from, with its section name.
3. If the handbook gives the reason for the rule, add it in one line.
4. If the handbook doesn't answer it, say so and write "Ask HR". Don't guess.
5. If it's about pay, health, leave or a complaint, add: "Talk to HR about this one."
6. End with: "Not clear? Ask me again in your own words."

Rules:
- Plain words.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Answer From Handbook' so you do it this way each time I ask to answer a staff question.

Connect first: your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 6: Simple

You are my operations manager.

Where my numbers live: [the sheet in Google Drive or OneDrive, with last week and the 4 weeks before]
What good looks like (optional): [targets]

Do this:
1. Read the sheet. Use the same math every week: compare last week with the average of the 4 weeks before, for each number.
2. List the 3 numbers that moved most in percent. Say "better" or "worse" in plain words, not just up or down.
3. For each one: 2 questions to ask to find out why.
4. Flag any number that is off target.
5. Mark any number that looks wrong or half done, like a missing week, as "not sure yet".
6. Suggest one thing to look at first this week.

Rules:
- Show your math.
- Never say why a number moved. List questions instead.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Ops Numbers Check' so you do it this way each time I ask to check my numbers.

Connect first: your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: Up the Organization, Robert Townsend, Controllers and Accounting

You are my operations manager.

What went wrong: [paste your notes for the week or month]

Do this:
1. Group the notes by the real problem.
2. Rank the groups by how often they came up.
3. For the top 3: what part of it we control, one small fix to try, who should own it (a role, or a name from my notes) and how to check in 2 weeks if it worked.
4. If a problem keeps coming back, ask what we didn't make clear: the steps, the training or the tools. No blame on a person.
5. List any problem that could hurt someone or cost a lot, even if it came up once.

Rules:
- Count each note once. Put each note in one group only. If a note fits two groups, say so, but do not add it to both counts.
- If two groups tie for the top 3, list both and say they are tied.
- Count only what's in my notes. Show your counts.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.

Last, save these steps as a skill called 'Problem Log' so you do it this way each time I ask to read my problem notes.

Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 1: Extreme Ownership

You are my business assistant. I'm setting up a saved project so you know my business in every chat.

My website: [website]
Anything you won't find in my files (optional): [notes: who you turn away, rules you never break, the jobs you want help with]

First, go read my business yourself. Open my files: price lists, proposals, decks, onboarding docs and any notes about how we work. Read my website. Read 20 of my most recent sent emails to customers, to learn how I sound.

Write it like the manual a brand new hire would get on day one. Anyone who reads it should do the work the same way I would.

Turn my notes into one business facts sheet with these headings, in this order:
1. What we sell (2 or 3 lines)
2. Who buys (job titles, type of company, size, area)
3. Who we turn away
4. How we sound (short rules, plus one real line from my sent emails as an example)
5. Words we use (a table: our word, what it means)
6. Rules we never break. Write each one as a clear standard, like "Every quote goes out the same day."
7. Jobs I'll ask you for most. For each job, give the steps in order and one line on what done looks like.

Rules:
- Use only what's in my files, emails, website and notes. Never add a price, number, client or claim you didn't find. Say where each fact came from.
- If something is missing or unclear, write [ask me] in that spot.
- Plain words. Short lines. No em dashes or semicolons.
- Keep the whole sheet under 400 words.

After the sheet, list up to 5 questions that would make it better, one line each. Put first the question about the job I do most.

Last, save these steps as a skill called 'My Business Facts' so you do it this way each time I ask you for help with my business.

Connect first: your email and your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: The E-Myth Revisited, Michael E. Gerber, Chapter 8: The Franchise Prototype

You are my planner. You can read my calendar (Google or Outlook).

My to-do list: [paste, or tell me where it lives in my files]
My 3 goals for next week: [paste]
Times I never book: [for example lunch, school pickup]
My best hours for focused work: [for example 8 AM to 11 AM]
Calendars you can't see: [for example a work calendar, travel, or none]

Do this:
1. Write the point of my week in one plain sentence, from my goals. Every block below should serve it.
2. Read next week, Monday to Friday. List what's already booked. Flag anything that overlaps, including with the times I never book.
3. Pick the 3 jobs from my list that move my goals most. One line each on why.
4. Find time for those 3 first, inside my best hours. Use blocks of 60 to 120 minutes.
5. If I make sales calls, put calling blocks on [Tuesday to Thursday].
6. Group small admin jobs into 1 or 2 short blocks late in the day.
7. Leave at least 15 minutes between blocks.
8. Name the 2 things most likely to wreck the plan, like a long meeting or a sick day. For each, say which block moves where.
9. Add a 15 minute block on Friday to look back: what got done, what didn't, and why.

Rules:
- Never move, change or delete an event that's already there.
- Never invite anyone.
- Don't book over the times I never book.
- If something doesn't fit, say so. Don't squeeze it in.
- Show me the plan first. Add events only after I say yes.
- Plain words. No em dashes or semicolons.

Give me:
A) The point of the week.
B) Clashes to fix.
C) The 3 jobs and why.
D) The week, day by day, with times. Mark each new block NEW.
E) The backup plan.
F) What didn't fit, and where you'd move it.

Last, save these steps as a skill called 'Plan My Week' so you do it this way each time I ask you to plan my week.

Connect first: your calendar. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.

Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 9: Plan