100+ Ops AI Prompts To Save 10+ hrs/week

100 AI prompts tailored specifically for people working in Admin and Operations using Google and Microsoft systems. Each of the 10 buckets has prompts split into three types:

• Act: Action-oriented (perform tasks)
  
• Discover: Uncover insights or identify opportunities
  
• Learn: Skill-building and knowledge-improving

Always input the role you want AI to play for these prompt.

Act as [role] -> Then input the prompt.

1. Meeting Management

Act:

1. Draft an effective agenda for tomorrow’s Microsoft Teams call.
   
2. Summarize key decisions from today’s management meeting transcript.
   
3. Generate action items and assign responsibilities from a recorded Google Meet session.
   

Discover:
4. Identify recurring inefficiencies in our weekly meetings.
5. Analyze past meeting notes and spot trends in frequently discussed challenges.
6. Pinpoint the most active participants in recent meetings.

Learn:
7. Explain best practices for keeping virtual meetings engaging.
8. Provide a tutorial on advanced Teams features for meeting hosts.
9. Share top Google Meet shortcuts for productivity.
10. Describe proven methods to manage disruptive participants.

2. Calendar and Scheduling

Act:

1. Create a conflict-free weekly team calendar using Outlook.
   
2. Automatically reschedule overlapping meetings in Google Calendar.
   
3. Draft professional emails notifying attendees about a schedule change.
   

Discover:
4. Find peak productivity times by analyzing calendar activities.
5. Uncover scheduling patterns causing recurring conflicts.
6. Identify underutilized time slots to optimize scheduling.

Learn:
7. Provide tips on effectively managing multiple team calendars.
8. Explain advanced Outlook scheduling features (e.g., find-time, buffer slots).
9. Offer best practices for sharing Google Calendar externally.
10. Teach how to create custom alerts for upcoming important meetings.

3. Email Management

Act:

1. Draft professional responses to common incoming inquiries.
   
2. Create email templates for repetitive operational requests.
   
3. Write a concise, clear out-of-office reply template.
   

Discover:
4. Analyze email traffic to determine busiest communication periods.
5. Identify emails that frequently require follow-up or clarification.
6. Spot recurring questions to develop standardized replies.

Learn:
7. Explain the “Inbox Zero” strategy and steps for achieving it.
8. Guide users through Outlook email filtering and rules.
9. Outline best practices for categorizing emails in Gmail.
10. Teach advanced search operators for quickly locating important emails.

4. Document and File Organization

Act:

1. Suggest a logical folder structure for operational documents in SharePoint.
   
2. Generate naming conventions for Google Drive files.
   
3. Draft instructions for team members to follow new document organization guidelines.
   

Discover:
4. Find outdated or duplicate files in OneDrive.
5. Identify poorly organized folders causing productivity issues.
6. Spot document types most frequently accessed by teams.

Learn:
7. Explain best practices for managing permissions in SharePoint.
8. Provide tips for maintaining version control effectively.
9. Share strategies to regularly audit your Google Drive storage.
10. Guide on using tags and labels effectively in documents.

5. Task and Project Management

Act:

1. Generate a task breakdown from project goals in Microsoft Planner.
   
2. Automatically assign due dates based on project milestones.
   
3. Draft a weekly task-update message for team communication.
   

Discover:
4. Identify bottlenecks delaying task completion in Asana or Planner.
5. Highlight common reasons for missed deadlines.
6. Determine which tasks consistently require more resources than allocated.

Learn:
7. Share methods for prioritizing tasks using Eisenhower Matrix.
8. Teach efficient task delegation techniques within Planner or Google Tasks.
9. Explain how to effectively set and manage project milestones.
10. Provide an introduction to Agile task management practices.

6. Data and Reporting

Act:

1. Create a monthly performance report template in Google Sheets.
   
2. Summarize large data sets from Excel into concise visuals.
   
3. Draft explanatory notes for quarterly KPIs.
   

Discover:
4. Analyze operational reports to identify cost-saving opportunities.
5. Pinpoint data discrepancies across reporting periods.
6. Discover key trends hidden within weekly sales or operational data.

Learn:
7. Offer a step-by-step guide for creating pivot tables in Excel.
8. Teach advanced Google Sheets formulas for data analysis.
9. Explain how to set up automated reporting using Power Automate.
10. Provide training on effectively visualizing data trends.

7. Team Coordination and Communication

Act:

1. Draft clear, concise updates for daily team stand-ups.
   
2. Create communication guidelines for effective Microsoft Teams chat usage.
   
3. Generate reminders to encourage team members to update project statuses regularly.
   

Discover:
4. Identify communication gaps leading to misunderstandings.
5. Analyze team chat histories for recurring pain points.
6. Spot communication habits that boost team morale and productivity.

Learn:
7. Explain best practices for asynchronous team communication.
8. Provide strategies to reduce miscommunication in remote teams.
9. Teach how to use Teams and Slack integrations to streamline workflow.
10. Offer guidelines for effectively communicating policy changes.

8. Process Automation

Act:

1. Suggest repetitive admin tasks suitable for automation.
   
2. Create step-by-step instructions to automate email alerts in Outlook.
   
3. Draft a proposal outlining the benefits of automating document approvals.
   

Discover:
4. Identify the most time-consuming admin tasks eligible for automation.
5. Analyze current workflow processes to detect inefficiencies.
6. Find Microsoft Power Automate templates that streamline operational tasks.

Learn:
7. Introduce basic principles of workflow automation for beginners.
8. Provide advanced Power Automate tutorial for operational teams.
9. Explain the difference between Microsoft Power Automate and Zapier for admins.
10. Teach how to monitor and troubleshoot automation flows.

9. Onboarding and Training

Act:

1. Create a streamlined onboarding schedule in Google Calendar.
   
2. Draft training session invites with clear objectives in Outlook.
   
3. Generate standardized welcome emails for new employees.
   

Discover:
4. Identify common onboarding challenges faced by new hires.
5. Analyze feedback from past training sessions to improve future content.
6. Pinpoint recurring questions asked during onboarding.

Learn:
7. Provide effective strategies to train remote employees.
8. Explain how to measure the success of your onboarding process.
9. Offer best practices for developing clear training documentation.
10. Teach how to create engaging training presentations in Google Slides or PowerPoint.

10. Event Coordination and Logistics

Act:

1. Generate a detailed checklist for virtual events using Teams Live.
   
2. Create a communication plan for attendees using Gmail or Outlook.
   
3. Draft event promotion messages suitable for internal distribution.
   

Discover:
4. Identify past event planning issues from attendee feedback.
5. Analyze attendance data to optimize future event scheduling.
6. Discover common logistical challenges for virtual vs. physical events.

Learn:
7. Provide guidelines for effectively managing virtual events.
8. Teach best practices for tracking event RSVPs and attendance.
9. Explain advanced features of Teams Live or Google Meet for larger events.
10. Share tips for contingency planning and risk management for events.