AI Operations Prompts for Small Businesses

Meeting notes summary

What most people type

Summarise my meeting notes

What actually works

I'm attaching rough notes from a Riverside Bakery team meeting. Please turn these into a structured summary with: who attended, what was discussed (organised by topic), specific decisions made with owners' names, and a clear action items list with deadlines and owners. Keep it under 200 words. Use language that's direct and actionable, not corporate.

What you'll get back Meeting Summary: 14 March
Attendees: Sarah (manager), Tom (production lead), Hannah (front of house)

Topics: New sourdough line launch, staffing shortages, customer complaint handling

Decisions: Sarah approved budget for new sourdough workshop (£3K). Tom to pilot new production schedule starting Monday. Hannah to draft customer email template.

Actions: Tom — order sourdough ingredients by 15 March; Sarah — arrange supplier meeting by 16 March; Hannah — send draft email to Sarah by 15 March.

SOP creation (standard operating procedure)

What most people type

Write an SOP for opening the bakery

What actually works

Create a detailed SOP for opening Riverside Bakery each morning. I'll describe the process: [describe your actual process here]. Use a clear numbered format with time estimates and safety checks. Include: equipment checks, temperature verification, till setup, display arrangement, staff handover notes. Make it easy for new staff to follow. Flag any equipment issues that should stop the process. Format as a checklist that can be printed and ticked off.

What you'll get back Opening Procedure — Riverside Bakery

1. Arrive 15 minutes early. Check car park for any issues. (2 mins)
2. Unlock front door. Check for overnight damage or signs of break-in. (3 mins)
3. Disarm alarm code: [XXXX]. (1 min)
4. Check kitchen temperature: must be 18-20°C. If below 16°C, turn on heating and wait 10 mins before starting ovens. (3 mins)
5. Turn on ovens. Wait for green light. (5 mins)
[...continues...]

Process documentation

What most people type

Document our customer order process

What actually works

Document the customer order process for Riverside Bakery. Here's how it currently works: [describe your actual process]. Create a clear flowchart description with decision points (e.g., if order is over £50, do X). Include: who handles each step, typical timelines, where bottlenecks might happen, and where we can improve. Format it so new team members can understand the full journey from order to delivery. Highlight any risks or common mistakes.

Weekly team update email

What most people type

Write a weekly update for my team

What actually works

Write an internal weekly update email for Riverside Bakery team. Include: what went well this week (2-3 highlights), what we're focusing on next week, any changes to schedules or processes, shout-outs to team members who did good work, and one thing the team should know about upcoming business changes. Tone: honest, encouraging, clear. Keep it under 150 words. Make it feel like it's from the owner/manager, not a template.

Project status report

What most people type

Write a project status report

What actually works

Create a project status report for Riverside Bakery's [project name]. Include: overall status (on track/at risk/delayed), % complete, key milestones achieved this period, what's still to do, any risks or blockers we've hit, budget status (if relevant), and next steps. Format with clear headings so stakeholders can skim it in 2 minutes. If there are risks, suggest concrete solutions. Tone: professional but honest, no overselling.

Risk assessment

What most people type

What are the risks with this project

What actually works

Identify and assess risks for Riverside Bakery's [project/initiative]. For each risk, provide: description of what could go wrong, likelihood (high/medium/low), impact if it happens (high/medium/low), and a concrete mitigation strategy. Focus on realistic, operational risks, not hypothetical ones. Format as a table so we can prioritise which risks to focus on first. Flag the top 3 risks that need action plans this week.

Onboarding checklist

What most people type

Create an onboarding checklist for new employees

What actually works

Create a detailed onboarding checklist for Riverside Bakery [role: production assistant/front of house/manager]. Include: pre-arrival setup, day 1 activities (who meets them, office tour, systems training), week 1 milestones, week 2-4 goals, and first month review points. Assign owners to each task (e.g., Sarah handles systems training). Include timings and note which items must be done before the new person starts. Make it printable and trackable.

Supplier evaluation

What most people type

Help me choose between suppliers

What actually works

Evaluate suppliers for Riverside Bakery [type of supplier: flour, packaging, equipment]. Here's what I'm comparing: [supplier names and key details]. Create a comparison table covering: price per unit, delivery times, minimum order quantities, payment terms, quality/spec match, customer reviews (if available), and any hidden costs. Rate each on a 1-5 scale. Make a clear recommendation with reasoning. Flag any deal-breakers or concerns.

Inventory report summary

What most people type

Summarise our stock levels

What actually works

Analyse the attached inventory data for Riverside Bakery. Provide: items running low (below 2-week supply), items overstocked (more than 8-week supply), cost of total inventory, and a list of what needs ordering before Friday. Highlight any wastage trends or expired items. Create a simple action list: urgent orders needed, items to investigate further, and recommendations for better stock management. Format so the team can act on it immediately.

Shift and rota planning

What most people type

Create a staff rota for next week

What actually works

Create a weekly rota for Riverside Bakery for [week/date]. We have: [list your staff with roles and availability]. Peak times are mornings (6am-11am) and weekends. Requirements: always 2 people on production, always 1 person on tills, no one works more than 40 hours, avoid back-to-back 8+ hour shifts. Flag any staffing gaps and suggest solutions. Format as a simple table showing each person, their shifts, and total hours. Include a note of any training needs we spotted.

Open chat.openai.com and start a new conversation
Copy any prompt above and paste it in
For better results, start by telling ChatGPT about your business, your name, what you do, where you're based, and who your customers are
ChatGPT works well for quick first drafts and fast iterations

Open claude.ai and start a new conversation
Paste the prompt, Claude handles longer, more detailed prompts particularly well
Use the Projects feature to save your business context so you don't have to repeat yourself every time
Claude tends to produce more natural, less "AI-sounding" copy

The real difference isn't the tool. These prompts work anywhere. What changes everything is whether the AI actually knows your business, your customers, your tone of voice, what you sell. That's what turns generic output into something you'd actually use. Learn how to set up your AI context →

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