Prompt playbooks
Thirty prompts that do real office work.
Written for the people who run union halls, training centers, fund offices, nonprofits and small businesses. Copy one, replace the [brackets], paste it into your approved tool.
The one rule
Approved tool only. In a public chatbot, never paste anything that names a person, and never upload a document you would not hand to a stranger. Inside your private AI, the same task is fine, because nothing leaves. Not sure which you are in? Ask before you paste.
How these are built: situation, job, format, example. Read the method →
01 · For everyone in the office
The daily ones. Work in your approved tool; in a public chatbot, remove anything that names a person first.
Turn messy notes into minutes
When: After any meeting.
Situation: I took rough notes during a [staff / committee / board] meeting. Job: turn them into clean minutes. Format: headings for each topic, decisions in bold, action items as a list with an owner and a date, under 300 words. Keep the wording neutral. Notes: [paste notes]
Shorten a long email
When: Before you hit send on something important.
Rewrite this email so it can be read in 20 seconds. Keep every date, dollar amount and name exactly as written. Lead with the ask. Plain language, no jargon, three short paragraphs at most. [paste email]
Explain a policy in plain words
When: For a notice to members, staff or clients.
Situation: this is a section of our [policy / plan document / handbook]. Job: explain it in plain language for someone with no background. Format: under 150 words, second person ("you"), one example. Do not change what it means; if something is ambiguous, say so at the end.
[paste section]Check a document against a checklist
When: Intake, applications, submissions.
Here is a checklist of what a complete [application / submission / form] must contain, and here is a document. List which items are present, which are missing, and which are unclear. Do not guess; if you cannot tell, say "unclear". Checklist: [paste checklist] Document: [paste document text]
Draft a reply, three ways
When: When tone matters.
Draft three short replies to the message below: one warm, one neutral, one firm. Each under 100 words. Keep the facts identical. Do not promise anything not in my notes. Message: [paste] My notes on what I can offer: [paste]
02 · Union hall
For business managers, agents and office staff. Contract language and member records belong in your private AI.
Compare two contract clauses
When: Bargaining prep.
Compare these two versions of a contract clause. List every difference in a table: old wording, new wording, what changes in practice, who it favors. Then flag any term that is undefined. Do not summarize; be exhaustive. Version A: [paste] Version B: [paste]
Build a grievance timeline
When: From a file of emails and notes.
From the notes below, build a dated timeline of events for a grievance. One line per event: date, what happened, source. Then list the contractual deadlines that appear to apply and whether each was met. Flag any gap in the record. Notes: [paste]
Draft a member notice
When: Dues changes, meeting notices, referral rule updates.
Draft a notice to members about [topic]. Situation: [what is changing and when]. Format: under 200 words, plain language, the date and the action they need to take in the first two lines, a contact line at the end. Tone: respectful, direct, no corporate language.
Prepare for a meeting with an employer
When: Before a labor-management meeting.
I am meeting [employer] about [issue]. Here is the background. Give me: the three points I must make, the two questions they will likely raise and a one-line answer to each, and what I should not say. Under 250 words. Background: [paste]
Summarize a long report for the executive board
When: Financials, audits, actuarial reports.
Summarize this report for a board of working members with no finance background. Format: five bullet points, each one sentence, then a section titled "Decisions needed" and a section titled "Questions to ask". Keep all figures exact. [paste report text]
03 · Training center / JATC
For training directors, coordinators and instructors. Curriculum is your property; keep it inside.
Turn a procedure into a lesson outline
When: Building a module from your own manual.
Here is a procedure from our training manual. Turn it into a 50-minute lesson outline: learning objectives, a 5-minute opener, demonstration steps, a hands-on activity, common mistakes to watch for, and five quiz questions with answers. Use only the material provided; do not add steps from outside it. [paste procedure]
Write quiz questions at three levels
When: Assessments.
From the content below, write nine multiple-choice questions: three recall, three application, three troubleshooting. Four options each, one correct, mark the answer, and add one sentence on why. Use only the content provided. [paste content]
Draft an apprentice progress letter
When: Quarterly or on a milestone.
Draft a letter to an apprentice about their progress. Situation: [hours, classes completed, any concern]. Format: under 200 words, respectful, specific, ends with the next milestone and a contact. Do not include anything I did not state.
Explain a safety rule to a first-year
When: Classroom or toolbox talk.
Explain the following safety rule to a first-year apprentice: why it exists, what goes wrong when it is ignored, and how to remember it. Under 150 words, plain language, one real-world example from the trade. Rule: [paste]
Plan the AI program page for a funder
When: Grant applications and DOL asks.
Help me write a one-page AI plan for a registered apprenticeship program. Sections: what we protect (curriculum and apprentice records), what we use AI for (with examples), who reviews AI-generated content, how we teach apprentices about AI, and what it costs. Plain language, under 400 words. My notes: [paste]
04 · Fund office
For administrators and trustees. Participant data and anything with health information stays inside the boundary, always.
Draft a plain-language benefits explainer
When: SPD sections, eligibility rules.
Rewrite this plan provision for participants. Under 150 words, second person, one worked example with made-up round numbers. Do not change the meaning; list any term that needs a definition at the end. [paste provision]
Prepare a board memo on a vendor
When: Before a trustee vote.
From the vendor's answers below, write a one-page memo for trustees: what the tool does, what data it touches, the answers to our ten vendor questions with a red/yellow/green rating for each, the three-year cost, and an exit summary. Flag any question the vendor did not answer directly. [paste answers]
Explain a denial in plain language
When: Appeals correspondence (a person reviews before it goes out).
Draft the explanation section of a letter explaining why a claim was denied, based on the plan rule and facts below. Plain language, under 200 words, respectful, and end with exactly how to appeal and by when. Use only the rule and facts provided. Rule: [paste] Facts: [paste]
Reconciliation exception summary
When: Remittance and hours review.
Below is a list of exceptions from a remittance reconciliation. Group them by likely cause (missing employer report, rate mismatch, hours mismatch, unknown member), count each group, and list the five largest by dollar amount. Do not resolve anything; only sort and count. [paste exceptions]
Trustee meeting questions
When: Before an AI item on the agenda.
We are considering [tool] for [use]. Draft the six fiduciary questions a board should ask about AI (data, decisions, contract, disclosure, cost, oversight) as they apply to this case, with a one-line note on what a good answer looks like for each.
05 · Nonprofit & public sector
For executive directors, program leads and communications staff. Client and donor data stay inside.
Turn a program report into a grant narrative
When: Reporting season.
Using only the figures and notes below, draft a 300-word grant progress narrative. Structure: what we set out to do, what we did, what the numbers show, what we learned, what is next. Keep every figure exact. Neutral, confident, no superlatives. [paste report]
Draft a board pre-read on AI
When: Before the board discusses AI use.
Draft a one-page board pre-read on how our organization will use AI. Sections: why now, what we will use it for, what we will never do (client and donor data in public tools; decisions without a person), what it costs, and what we ask the board to approve. Plain language, under 400 words. My notes: [paste]
Translate a notice and check the tone
When: Multilingual communities.
Translate this notice into [language] for [audience]. Keep it at a sixth-grade reading level. Then, in English, list any phrase that may not translate cleanly and suggest an alternative. [paste notice]
Summarize public comments
When: Hearings, surveys, community feedback.
Below are public comments. Group them into themes, count how many comments fall into each theme, quote one representative comment per theme (verbatim, no names), and list any questions people asked that need an answer. [paste comments]
Write a donor thank-you that sounds like us
When: Stewardship.
Here are two thank-you letters we have sent before. Write a new one for [donor / gift / program] in the same voice. Under 180 words. Do not invent impact figures; leave [brackets] where I should insert real ones. Examples: [paste]
06 · Small & mid-size business
For owners and managers. Customer and employee data belong in your private AI; estimates and SOPs are your property.
Turn a site visit into a written estimate outline
When: Contractors and field services.
From my notes on a site visit, draft an estimate outline: scope by area, materials list with quantities where stated, labor tasks in order, exclusions, and open questions for the customer. Do not add prices. Flag anything I appear to have missed. Notes: [paste]
Write an SOP from a walkthrough
When: Documenting how things actually get done.
Below is a transcript of me explaining how we do [task]. Turn it into a step-by-step SOP: purpose, who does it, tools needed, numbered steps, common mistakes, and how you know it is done right. Keep my wording where it is clear. [paste transcript]
Draft a job posting without the bias
When: Hiring.
Draft a job posting for [role]. Include duties, must-have and nice-to-have qualifications, pay range, and how to apply. Plain language, no requirements that are not tied to the work, no phrases that discourage any group from applying. Under 300 words. My notes: [paste]
Check a customer contract for surprises
When: Before signing (counsel still reviews).
Read this contract and list, in plain language: what we are promising, what they are promising, every deadline, every fee or penalty, how either side can end it, and anything unusual. Quote the clause for each. Do not give legal advice; list what a lawyer should look at. [paste contract]
Weekly numbers in one paragraph
When: Owner's Monday morning.
Below are this week's numbers next to last week's. Write one paragraph, under 120 words, saying what moved, by how much, and the one thing I should look into. Keep figures exact; no encouragement, just the read. [paste numbers]
Want these on your own material?
The prompts get better when the AI already knows your manuals.
A private assistant over your own documents answers from your contract, your curriculum and your policies, not the internet, and nothing leaves your environment.
See how private AI worksSessions we run on this
- Two-hour staff session: the method, the rule, the playbooks for your team, live on your approved tool
- Instructor session: lesson, quiz and video production with review built in
- Leadership session: what to expect, what to ask, what never to automate
Next step
Let's have a working conversation.
Thirty minutes, the people who do the work, and a plain answer about what AI should and shouldn't do here.
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