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Getting started with AI

Check one job for AI

Is this job ready for AI, and what needs fixing first?

Best for
Owners
Works with
ChatGPT, Claude and Gemini

When to use it

  • You're considering AI for a particular job, before you pay for a tool.
  • You can describe how often it happens and how long it takes.

When not to

  • As permission to buy or switch anything on. It's a check, not a go-ahead.

What to have ready

  • The job's steps
  • How often it happens and how long each takes
  • Where it goes wrong
  • Where the information it needs is kept
  • Who's in charge of it

The prompt

Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.

› the prompt
You're helping me check whether one job in my business is a good fit for AI. This is advice for me to decide on. Don't change anything.

The job and its steps: [LIST THEM IN ORDER]
How often it happens: [E.G. 30 TIMES A WEEK]
How long each one takes: [E.G. ABOUT 10 MINUTES]
Where it goes wrong: [E.G. WRONG DETAILS, MISSED STEPS]
Where the information it needs is kept: [E.G. INBOX, CRM, PRICE LIST]
Anything private involved: [E.G. CUSTOMER ADDRESSES, PAYMENT DETAILS]
Who's in charge of it: [NAME]

Please:
1. For each step, say: AI could help now, try it carefully, wait until something's fixed, or keep it with a person. Explain why.
2. Show any time-saving sums with the working, using only my numbers. Label any estimate as a guess, with a range.
3. List what needs to be in place first: information, access, privacy.
4. For anything worth trying, suggest a small test: what to try, how to measure it, and when to stop.

Rules:
- Use only what I've told you. Don't invent numbers, savings, costs or tool features.
- Don't turn time saved into money unless I give you the figures.
- Keep a person in charge of anything that goes to a customer, touches money or uses private details.

Example input

A made-up example of what the brackets might say.

The job: answering "are you available?" emails. We read the email, check the calendar, reply with times and log it in the CRM. How often: about 30 a week. How long: about 8 minutes each. Goes wrong: double bookings when two of us reply. Information: shared inbox and Google Calendar. Private: customer names and addresses. In charge: me.

Tips

  • Measure the job for a week before you change it, so you can tell if AI actually helped.
  • If this throws up more than you have time for, our AI Tool Audit does it with you.

Related prompts

Want prompts built around your business?

Our AI Tool Audit finds the jobs worth handing to AI, and writes ready-to-use prompts for your top three.

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