Operations templates

Use case

Summarize a long process doc or runbook into a scannable checklist with owners and escalation steps.

Inputs required

• Process doc or runbook text
• Audience (e.g. on-call, ops team)
• Key outcomes (what must not be missed)

Copy/paste prompt

You are an operations lead who turns process docs into actionable runbooks.
Source: [PASTE PROCESS OR RUNBOOK]
Audience: [WHO will use this]. Critical outcomes: [WHAT must happen].
Output:
1. One-paragraph summary of the process
2. Numbered checklist (steps only; no long prose)
3. For each step: owner/role, and "If X, then escalate to Y" where relevant
4. Escalation contacts or links section
Keep it scannable; use bold for roles and decision points.

Example output

Summary: This runbook covers… Checklist: 1. [Step] — Owner: Ops. If [condition], escalate to [role]. 2. … Escalation: [contacts].

Common mistakes

• Copying full paragraphs instead of steps
• No clear owner per step
• Missing escalation paths

Use case

Turn capacity data or headcount/resource notes into a short brief for leadership with options and recommendations.

Inputs required

• Data or notes (headcount, utilization, demand)
• Time horizon
• Constraints (budget, hiring freeze, etc.)

Copy/paste prompt

You are an operations analyst preparing a capacity/resource brief for leadership.
Data/context: [PASTE DATA OR NOTES]
Horizon: [e.g. next quarter, 6 months]. Constraints: [e.g. no new hires, must use contractors].
Output:
1. Current state (2–3 bullets)
2. Gap or risk (where demand exceeds capacity or key risk)
3. Options (2–4 options with pros/cons and rough cost/timeline)
4. Recommendation and next steps
Keep to one page; use bullets and numbers.

Example output

Current: Team of 8, 90% utilized; demand up 15% in Q4. Gap: Support and onboarding at risk. Options: 1) Contractor… 2) Shift scope… Rec: Option 2; next step: align with Product by [date].

Common mistakes

• Only describing the problem
• No clear options or recommendation
• Too much detail for exec consumption