THE OWNER'S PROMPT PACK 10 ChatGPT workflows for running a business ยท Business AI Formula HOW TO USE THIS PACK 1. BRIEF IT: copy a workflow, replace every [bracket] with your real facts. 2. REFINE IT: ask a follow-up ("shorter", "warmer", "add the delivery date") instead of starting over. 3. CHECK IT: run the check list under each workflow before anything reaches a customer, supplier or employee. Before you paste anything: remove card numbers, passwords, and personal details you don't need (use "the customer" instead of a name if the reply doesn't need it). If your business uses a work AI tool or has an AI policy, follow it. ==== CUSTOMERS ==== 1. THE REPLY TO AN UPSET CUSTOMER Help me reply to a customer who is upset about [what happened]. The facts: [order or job details, dates, what went wrong, what we've already done]. What I can offer: [refund / replacement / discount / nothing more than an apology]. Tone: calm, warm, and direct. Apologize once, don't grovel. Under 150 words. Don't offer anything I haven't listed, and don't invent dates or reasons. CHECK: Is every fact right? Is the offer exactly what you approved? Would you be happy if this reply were posted publicly? 2. RESPONDING TO A REVIEW Write a short public reply to this review of my business: [paste the review]. If it's positive: thank them by first name if they gave it, mention one specific thing they said. If it's negative: acknowledge it, don't argue, give one concrete next step: [how they can contact us]. Under 80 words. No promises I haven't approved. CHECK: No private details about the customer. Nothing defensive. Contact details correct. 3. FOLLOWING UP ON A QUOTE I sent a quote to [type of customer] on [date] for [what, and the total]. No reply yet. Write a friendly follow-up email that: reminds them what's included, answers the likely question [e.g. timing / what happens next], and asks one simple question to move forward. Under 120 words. Don't add discounts or deadlines I haven't given. CHECK: Price and scope match the quote exactly. No invented urgency. ==== MARKETING ==== 4. A PRODUCT OR SERVICE PAGE FROM YOUR FACTS Write a product page for [product or service]. Who buys it: [customer]. What problem it solves: [problem]. Facts (use only these): [materials, sizes, what's included, delivery, guarantee]. The three questions customers ask most: [question 1], [question 2], [question 3]. Structure: a one-line headline, a short paragraph, five bullet points, then the three questions answered. Plain English. No claims beyond the facts above. CHECK: Every claim is true and provable. No "best", "#1" or health/safety claims you can't back up. Prices and delivery times are current. 5. A SHORT EMAIL TO YOUR LIST Write a short email to my customers about [news, offer, or useful tip]. The facts: [details, dates, any offer and its real terms]. One clear action I want them to take: [action]. Subject line options: give me three. Body: under 150 words, friendly, one link placeholder. CHECK: Offer terms and dates are exact. The link goes to the right page. 6. THREE SOCIAL POSTS FROM ONE UPDATE Turn this update into three short social posts for [platform]: [paste the update]. Post 1: the news. Post 2: a behind-the-scenes angle. Post 3: a question to the audience. Use our voice: [describe it, or paste a post you liked]. No hashtags spam, two at most. CHECK: Nothing promised that isn't true. Any photo or customer mention has permission. ==== ADMIN ==== 7. THE SUPPLIER EMAIL YOU'VE BEEN PUTTING OFF Help me write an email to a supplier about [late delivery / price increase / quality problem]. The facts: [order numbers, dates, what was agreed, what happened]. What I want: [a delivery date / the old price / a replacement / a call]. Tone: polite and firm. Under 150 words. Don't threaten anything I haven't decided on. CHECK: Order details and dates match your records. The ask is clear and specific. 8. A CLEAR JOB AD Write a job ad for a [role] at my [type of business] in [location or remote]. The facts: [hours, pay range, main duties, must-haves, nice-to-haves, how to apply]. What it's like to work here: [two or three honest sentences]. Keep it under 250 words, plain English, no jargon. CHECK: Pay and hours are correct. Requirements are genuinely needed for the job. Follow your local employment rules on job ads. ==== NUMBERS ==== 9. A PLAIN-ENGLISH READ OF LAST MONTH'S FIGURES Here are last month's figures for my business: [paste a small summary table you're allowed to share]. Explain in plain English: what went up, what went down, and the two things most worth my attention. Then list three questions I should ask about these numbers. Only use the numbers above. If something can't be worked out from them, say so. CHECK: Spot-check every number it mentions against your sheet. Totals add up. Treat its explanations as ideas to check, not facts. 10. TURNING MEETING NOTES INTO NEXT STEPS Turn the notes below into an action list. Make a table with these columns: action, owner, due date, open question. Only include owners and dates explicitly stated in my notes. Write "not specified" where a detail is missing. Notes: [paste notes, with private details removed]. CHECK: Owners and dates match your notes. Nothing was invented. BEFORE ANYTHING GOES OUT [ ] I'm allowed to share what I pasted in, and private details are removed. [ ] Names, prices, numbers, dates, links and claims are checked. [ ] It matches the facts and makes no promise I haven't approved. [ ] The tone sounds like my business and suits the reader. [ ] I've used my own judgment about whether to send it. ChatGPT can make convincing mistakes. Always check important information. Independent training. Not affiliated with or endorsed by OpenAI.