Operations and Analysis Prompts

Operations teams deal with data, processes, and documentation. AI can accelerate analysis and automate routine documentation — when prompted correctly.

Data Analysis

Data Interpretation

Analyze this data and provide insights:

[PASTE DATA OR DESCRIBE DATASET]

Context:
- What this data represents: [EXPLANATION]
- Time period: [RANGE]
- What I'm trying to understand: [QUESTION]

Provide:
1. Summary of key findings (3-5 points)
2. Notable patterns or anomalies
3. Comparison to [BENCHMARK/PREVIOUS PERIOD] if relevant
4. Recommended actions based on findings
5. Questions this data can't answer

Format: Executive summary style, bullet points
Avoid: Obvious observations, speculation beyond the data

Report Summarization

Summarize this report for [AUDIENCE]:

[PASTE REPORT OR KEY SECTIONS]

Audience context:
- Role: [WHO WILL READ THIS]
- What they care about: [THEIR PRIORITIES]
- How much time they have: [BRIEF/DETAILED]
- Decisions they need to make: [IF ANY]

Output:
- Executive summary (3-4 sentences)
- Key findings (bullet points)
- Implications for [SPECIFIC AREA]
- Recommended next steps
- Open questions

Length: [WORD COUNT OR "ONE PAGE"]

Spreadsheet Formula Help

I need a formula to [DESCRIBE WHAT YOU WANT].

Spreadsheet type: [EXCEL/GOOGLE SHEETS]
Data structure:
- Column A: [WHAT'S IN IT]
- Column B: [WHAT'S IN IT]
- [ETC.]

Specific requirements:
- [CONDITION 1]
- [CONDITION 2]

Provide:
1. The formula
2. Brief explanation of how it works
3. Any edge cases to watch for

Process Documentation

SOP (Standard Operating Procedure)

Write an SOP for [PROCESS NAME].

Process overview:
- Purpose: [WHY THIS PROCESS EXISTS]
- Frequency: [HOW OFTEN PERFORMED]
- Who performs it: [ROLE/TEAM]
- Dependencies: [WHAT MUST HAPPEN FIRST]
- Systems/tools used: [LIST]

Steps (rough order):
1. [STEP 1]
2. [STEP 2]
3. [ETC.]

Include:
- Purpose statement
- Scope (what's included/excluded)
- Prerequisites
- Step-by-step instructions with expected outcomes
- Troubleshooting common issues
- Escalation path
- Version and last updated date

Format: Clear numbered steps, action-oriented language
Audience: Someone doing this for the first time

Process Improvement Analysis

Analyze this process for improvement opportunities:

Current process:
[DESCRIBE STEP BY STEP]

Known issues:
- [PROBLEM 1]
- [PROBLEM 2]

Goals:
- [WHAT YOU WANT TO ACHIEVE - FASTER/CHEAPER/FEWER ERRORS]

Constraints:
- [WHAT CAN'T CHANGE]
- [BUDGET/TIME/RESOURCE LIMITS]

Provide:
1. Current state summary with bottlenecks identified
2. Root cause analysis of known issues
3. Improvement recommendations (quick wins vs long-term)
4. Estimated impact of each recommendation
5. Implementation priority order
6. Risks of changes

Meeting and Project Documentation

Meeting Minutes

Create meeting minutes from these notes:

[PASTE RAW NOTES]

Meeting details:
- Date: [DATE]
- Attendees: [NAMES]
- Purpose: [MEETING OBJECTIVE]

Format the minutes as:
1. Meeting objective (1 sentence)
2. Key decisions made (numbered list)
3. Discussion summary by topic (brief bullets)
4. Action items table: | Item | Owner | Due Date |
5. Next meeting date/topics
6. Parking lot items (discussed but not resolved)

Keep it: Concise, action-focused, scannable

Project Status Update

Write a project status update from this information:

Project: [NAME]
Reporting period: [DATES]

Progress:
- Completed: [LIST]
- In progress: [LIST]
- Upcoming: [LIST]

Issues:
- [ISSUE AND CURRENT STATUS]

Metrics:
- [KEY NUMBERS - BUDGET, TIMELINE, ETC.]

Format:
- Overall status: 🟢 On Track / 🟡 At Risk / 🔴 Off Track
- Executive summary (3 sentences max)
- Accomplishments this period
- Next period priorities
- Risks and mitigation
- Help needed

Audience: [STAKEHOLDERS/EXECUTIVES/TEAM]
Tone: Factual, no spin

Vendor and Contract Work

RFP Requirements Section

Write the requirements section of an RFP for [SERVICE/PRODUCT].

Business context:
- What we need: [HIGH-LEVEL NEED]
- Current state: [HOW WE DO IT NOW]
- Why changing: [DRIVER FOR RFP]

Requirements to include:
- Must have: [LIST]
- Nice to have: [LIST]
- Deal breakers: [LIST]

Additional needs:
- Integration requirements: [SYSTEMS]
- Timeline: [WHEN NEEDED]
- Budget range: [IF DISCLOSING]

Format: Numbered requirements with priority indicators
Include: Evaluation criteria weighting

Contract Summary

Summarize this contract for non-legal review:

[PASTE CONTRACT OR KEY SECTIONS]

Focus on:
- What we're agreeing to do
- What they're agreeing to do
- Payment terms and amounts
- Key dates and deadlines
- Termination conditions
- Liability and risk sections
- Auto-renewal terms
- Unusual or concerning clauses

Output:
- Plain language summary (no legal jargon)
- Key obligations table
- Important dates calendar
- Red flags or items to negotiate
- Questions for legal team

Note: This is for understanding only, not legal advice.

Quick Analysis Templates

Competitive Analysis Request

Compare [OUR PRODUCT/SERVICE] to [COMPETITOR] based on:

Our details: [KEY FEATURES/PRICING]
Competitor details: [WHAT YOU KNOW]

Create a comparison table with:
- Feature comparison
- Pricing comparison
- Strengths of each
- Target customer differences
- Key differentiators

Use publicly available information only.

Root Cause Analysis

Help me analyze why [PROBLEM] occurred.

What happened: [DESCRIBE INCIDENT]
When: [TIMELINE]
Impact: [CONSEQUENCES]
Initial theories: [YOUR GUESSES]

Use the 5 Whys framework:
- Ask "why" progressively to get to root cause
- Identify contributing factors
- Distinguish symptoms from causes
- Suggest preventive measures

Output: Root cause diagram and recommended fixes

Important Caution: Data and AI

When using AI for analysis:

Never paste sensitive data — customer PII, financial details, proprietary information
Verify calculations — AI can make math errors
Check logic — AI may draw incorrect conclusions
Use for drafts — human review required for final documents
Consider confidentiality — assume anything you paste could be seen

For sensitive analysis, describe the data structure and ask for formulas/approaches rather than pasting actual data.

Operations prompts benefit from clear structure: describe your data format, specify your output format, and state what decisions the analysis should support. AI excels at drafting documentation and suggesting analysis approaches — but always verify numbers and conclusions before acting on them.

Congratulations! You've completed Module 3. Take the quiz to test your understanding of business use case prompts. :::