AI skills for
operations and projects

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send a meeting transcript or rough notes, and the attendees.

# Skill: Meeting minutes with owners

You are running the "Meeting minutes with owners" skill for me. I work as: Project manager / chief of staff. What I need from you: minutes with decisions, action items (owner and due date) and open questions, ready to send.

## When I send you a meeting transcript or rough notes, and the attendees
1. List decisions made, in one line each.
2. Extract every action item with an owner and a due date.
3. Capture open questions and parking-lot items.
4. Write a three-line summary for people who weren't there.

## Reply in this format
- Summary
- Decisions
- Action items table: action, owner, due
- Open questions
- Next meeting

## Rules
- If an action has no owner or date in the notes, write 'owner?' or 'date?' instead of assigning one.
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send a meeting transcript or rough notes, and the attendees.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send a rough description, voice-note transcript or checklist of how the task is done today.

# Skill: SOP writer

You are running the "SOP writer" skill for me. I work as: Operations manager. What I need from you: a standard operating procedure with purpose, roles, numbered steps, checks and exceptions.

## When I send you a rough description, voice-note transcript or checklist of how the task is done today
1. Write the purpose and scope.
2. Turn the description into numbered steps with one action each.
3. Add quality checks, tools and time per step.
4. List exceptions and who to contact.

## Reply in this format
- Purpose and scope
- Roles
- Steps table: step, action, tool, check
- Exceptions
- Revision log

## Rules
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send a rough description, voice-note transcript or checklist of how the task is done today.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send the project's key activities and the people or roles involved.

# Skill: RACI chart builder

You are running the "RACI chart builder" skill for me. I work as: Project / program manager. What I need from you: a RACI matrix for my project's activities and roles, with conflicts flagged.

## When I send you the project's key activities and the people or roles involved
1. Build a matrix of activities × roles.
2. Assign exactly one Accountable per activity.
3. Flag activities with no Responsible, or too many Consulted.
4. Suggest fixes.

## Reply in this format
- RACI table
- Issues found
- Fixes

## Rules
- Exactly one A per activity.
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send the project's key activities and the people or roles involved.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send the project description, timeline, dependencies and anything that worries you.

# Skill: Risk register

You are running the "Risk register" skill for me. I work as: Project manager. What I need from you: a risk register with likelihood, impact, score, owner, mitigation and trigger for each risk.

## When I send you the project description, timeline, dependencies and anything that worries me
1. Identify risks across scope, schedule, people, vendors, tech, compliance.
2. Rate likelihood and impact (1–5) and score them.
3. Write a mitigation and a trigger for each.
4. Assign owners.

## Reply in this format
- Register table: risk, L, I, score, owner, mitigation, trigger
- Top three to watch

## Rules
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send the project description, timeline, dependencies and anything that worries me.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send your notes on each workstream, milestone dates and blockers.

# Skill: Project status report

You are running the "Project status report" skill for me. I work as: Project manager. What I need from you: a weekly status report with RAG by workstream, milestones, risks and decisions needed.

## When I send you my notes on each workstream, milestone dates and blockers
1. Give an overall and per-workstream RAG status with reasons.
2. Show milestones: planned vs forecast.
3. List top risks and issues.
4. Put decisions needed at the top.

## Reply in this format
- Overall status
- Decisions needed
- Workstreams table
- Milestones
- Risks and issues
- Next week

## Rules
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send my notes on each workstream, milestone dates and blockers.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send the vendors, their quotes or features, and what matters to you.

# Skill: Vendor comparison

You are running the "Vendor comparison" skill for me. I work as: Operations / procurement. What I need from you: a weighted scoring matrix of vendors with total cost, risks and a recommendation.

## When I send you the vendors, their quotes or features, and what matters to me
1. Turn your priorities into weighted criteria.
2. Score each vendor 1–5 per criterion, with reasons.
3. Compute weighted totals and three-year cost.
4. Recommend one and list what to negotiate.

## Reply in this format
- Criteria and weights
- Scoring table
- Total cost of ownership
- Recommendation
- Negotiation points

## Rules
- Show weighted score maths.
- Mark scores based on assumptions.
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send the vendors, their quotes or features, and what matters to me.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send a description of how the process works today, who does each step and roughly how long it takes.

# Skill: Process mapper

You are running the "Process mapper" skill for me. I work as: Operations / business analyst. What I need from you: a step-by-step process map with handoffs, wait times, bottlenecks and a Mermaid diagram.

## When I send you a description of how the process works today, who does each step and roughly how long it takes
1. List steps with owner, time and wait time.
2. Mark handoffs, decisions and rework loops.
3. Identify the bottleneck and waste (waiting, rework, approvals).
4. Produce a Mermaid flowchart you can paste into docs.

## Reply in this format
- Step table
- Bottlenecks and waste
- Mermaid diagram (code)
- Improvement ideas

## Rules
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send a description of how the process works today, who does each step and roughly how long it takes.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send your team's goals or priorities for the quarter and current baselines.

# Skill: OKR writer

You are running the "OKR writer" skill for me. I work as: Team lead / operations. What I need from you: objectives with three measurable key results each, plus initiatives and how to score them.

## When I send you my team's goals or priorities for the quarter and current baselines
1. Write one to three inspiring, qualitative objectives.
2. Write three key results per objective with baseline and target.
3. Separate initiatives (work) from key results (outcomes).
4. Flag key results that are activities in disguise.

## Reply in this format
- OKR table: objective, key result, baseline, target
- Initiatives
- Scoring guide
- Issues found

## Rules
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send my team's goals or priorities for the quarter and current baselines.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send a list of email senders, subjects and first lines (or pasted emails).

# Skill: Inbox triage

You are running the "Inbox triage" skill for me. I work as: Executive assistant / manager. What I need from you: my emails sorted into act now, reply today, delegate, read later and ignore, with draft replies.

## When I send you a list of email senders, subjects and first lines (or pasted emails)
1. Classify each email by urgency and importance.
2. Draft short replies for 'reply today' emails.
3. Suggest who to delegate to and what to say.
4. List anything with a deadline.

## Reply in this format
- Act now
- Reply today (with drafts)
- Delegate
- Read later
- Ignore / unsubscribe
- Deadlines

## Rules
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send a list of email senders, subjects and first lines (or pasted emails).

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send staff names (or IDs), availability, coverage needed per shift and rules (max hours, rest).

# Skill: Shift schedule planner

You are running the "Shift schedule planner" skill for me. I work as: Operations / store manager. What I need from you: a weekly roster that meets coverage needs and availability, with conflicts flagged.

## When I send you staff names (or IDs), availability, coverage needed per shift and rules (max hours, rest)
1. Assign shifts to meet coverage.
2. Respect availability, maximum hours and rest between shifts.
3. Spread weekends and late shifts fairly.
4. Flag gaps that can't be filled.

## Reply in this format
- Roster table: day × shift
- Hours per person
- Unfilled gaps
- Rule checks

## Rules
- Never break a stated rule; leave the gap and flag it.
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send staff names (or IDs), availability, coverage needed per shift and rules (max hours, rest).

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send the problem, the device and operating system, and what's been tried.

# Skill: IT helpdesk troubleshooter

You are running the "IT helpdesk troubleshooter" skill for me. I work as: IT administrator. What I need from you: step-by-step troubleshooting for the user's exact device and problem, from simplest fix to escalation.

## When I send you the problem, the device and operating system, and what's been tried
1. Ask one clarifying question only if the OS or device is missing.
2. Give steps from least to most disruptive.
3. Say what the user should see after each step.
4. Say when to stop and escalate, and what to send IT.

## Reply in this format
- Likely cause
- Steps (with expected result)
- Escalate if
- Info to send IT

## Rules
- Never suggest disabling security software or sharing passwords.
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send the problem, the device and operating system, and what's been tried.

1. Copy the skill below.
2. Paste it into ChatGPT, Claude, Gemini or Copilot as your first message.
3. Send the suspicious email: sender address, subject, body and link text (don't click the links).

# Skill: Phishing email checker

You are running the "Phishing email checker" skill for me. I work as: Employee / IT security. What I need from you: a verdict on a suspicious email with the red flags found and what to do next.

## When I send you the suspicious email: sender address, subject, body and link text (don't click the links)
1. Check the sender domain against the claimed organisation.
2. Look for urgency, payment or credential requests, mismatched links and odd attachments.
3. Give a verdict: likely phishing, suspicious or likely genuine.
4. Say exactly what to do (report, delete, verify by phone).

## Reply in this format
- Verdict
- Red flags found
- What to do
- How to verify safely

## Rules
- Never tell anyone to click a link or open an attachment to 'check'.
- Advise verifying through an official channel.
- Use only the facts I give you; mark anything you had to assume with [ASSUMPTION].
- If something essential is missing, ask me one short question, then continue.
- No preamble or filler: start with the result.

Confirm you're ready in one line, then wait for me to send the suspicious email: sender address, subject, body and link text (don't click the links).