AI Prompts for Project Management

"Draft a formal Project Charter for a new initiative to [Project Goal, e.g., migrate 500 users to a new CRM]. Include: Executive Summary, Business Case, Scope (In-Scope AND explicitly Out-of-Scope), Key Milestones, Identified Risks, and Required Resources."

"Create a Risk Register for a [Software Development / Construction] project. Brainstorm the top 8 most likely risks. For each, assign a Probability (1-5), an Impact score (1-5), the calculated Risk Score, and a specific Mitigation Strategy (Avoid, Transfer, Mitigate, Accept). Output as a markdown table."

"Take my messy notes below and generate a crisp, 1-page Weekly Status Report for the executive sponsor. Use the format: 🟢 Overall Status (Red/Yellow/Green), 1) Accomplished This Week, 2) Focus for Next Week, 3) Blockers/Risks requiring executive intervention. [Insert Notes]"

"Generate a 3-level Work Breakdown Structure (WBS) for planning a [Large Event, e.g., 500-person Corporate Conference]. Break it down from Phase (e.g., Venue Logistics) -> Deliverable (e.g., Catering) -> Specific Task (e.g., Finalize dietary restrictions list)."

"A key stakeholder has just requested we add [New Feature/Requirement] to the project. We are exactly halfway through the timeline. Draft a diplomatic email pushing back. Use the 'Yes, but...' framework: agree it's a great idea, but explain it requires a Change Order, an additional $[Amount], and a 2-week delay."

"I have a team of 3 developers, 1 designer, and 1 QA. We must deliver [Project Outline] in 4 weeks. Outline a weekly resource allocation plan. Flag the week where the designer will become a bottleneck, and the week where QA will be overloaded, suggesting how to stagger the work to prevent this."

"Draft the agenda and discussion prompts for a 1-hour Project Retrospective following a difficult launch that went over budget. Use the 'Start, Stop, Continue' framework. Provide specific ground rules to state at the beginning of the meeting to ensure it remains a blameless, process-oriented discussion rather than a finger-pointing session."

"Take this high-level business requirement: "[Requirement Requirement]". Break this down into 1 large Epic, and list 4-5 specific Agile User Stories underneath it. Write the User Stories in the standard 'As a [User], I want [Action] so that [Benefit]' format, and include 3 Acceptance Criteria for each."

"I am building a Gantt chart for [Project Name]. List 10 critical tasks involved. Crucially, explicitly state the dependency logic for each task (e.g., Task C cannot start until Task A finishes (Finish-to-Start); Task D and E must start at same time (Start-to-Start)). Connect the critical path."

"Draft a standardized Request for Proposal (RFP) template to send to 3 third-party agencies bidding on [Body of Work]. Include sections for: Project Overview, Scope of Work, Deliverable Timeline Setup, Evaluation Criteria (how we will score them 1-100), and pricing structure requirements."

"Read this transcript from a messy hour-long kickoff meeting. Summarize it into three sections: 1) Key Decisions Made, 2) Open Questions (Unresolved), and 3) Action Items assigned to specific people with assumed deadlines. Ignore all pleasantries and tangents. [Insert Transcript]"

"Create a Project Communication Plan matrix for a system-wide software upgrade. Define 4 stakeholder groups (e.g., Core Team, Executive Sponsors, End-Users). For each group, define the 'Method' (Email vs Slack vs Sync), the 'Frequency' (Daily/Weekly), and the 'Owner' who is responsible for sending the update."