ChatGPT for Project Planning: 25+ Prompts for Knowledge Workers
As a knowledge worker, you juggle multiple projects with complex requirements. Using ChatGPT for project planning can transform your process, but crafting the right prompts is time-consuming. This guide provides a curated set of one-click prompts, accessible via ChatBoost (Alt+P), to help you define scope, allocate resources, and mitigate risks with AI-powered efficiency.
Define clear, actionable, and measurable objectives for your project to ensure alignment and focus.
As a project planning expert, analyze the project description below. Generate 3-5 SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals for this project. For each goal, provide a brief explanation of how it satisfies each SMART criterion.
Project Description: [Briefly describe your project, its purpose, and desired outcomes]
Draft a Project Charter
Create a formal project charter to authorize the project and outline its key objectives and stakeholders.
As a project manager, draft a comprehensive project charter for the project titled '[Project Name]'. Incorporate the following sections: Project Purpose, Measurable Objectives, High-Level Requirements, Key Stakeholders, High-Level Risks, and a Summary Milestone Schedule. Leverage the provided context:
Context: [Provide background information on the project, scope, budget, and any known constraints]
Create a Work Breakdown Structure (WBS)
Break down your project into smaller, manageable deliverables and tasks for better organization.
Develop a hierarchical Work Breakdown Structure (WBS) for the project '[Project Name]', aiming to achieve '[Main Project Objective]'. Decompose the project into at least 3 major phases, and further break down each phase into detailed tasks and sub-tasks. Ensure logical flow and clear deliverables for each level.
Identify Project Stakeholders
Map out all key individuals and groups involved in or affected by your project.
Given a project focused on '[Project Goal]', identify and list all potential internal and external stakeholders. Organize them into a table with the following columns: 'Stakeholder Name/Group', 'Role/Department', 'Primary Interest in Project', and 'Level of Influence (High/Medium/Low)'
Develop a Risk Register
Proactively identify potential project risks and plan mitigation strategies to minimize their impact.
For a project aiming to '[Project Description]', construct a comprehensive risk register. Identify at least 10 specific potential risks. For each identified risk, populate a table with the following columns: 'Risk ID', 'Detailed Risk Description', 'Likelihood (High/Medium/Low)', 'Impact if Occurred (High/Medium/Low)', and a 'Proactive Mitigation Strategy'.
Draft a Stakeholder Communication Plan
Outline how, when, and what you will communicate to project stakeholders to keep them informed.
Formulate a stakeholder communication plan for the '[Project Name]' project. Present this plan as a table, including columns for: 'Stakeholder Group', 'Critical Information to Convey', 'Preferred Communication Method (e.g., email, weekly stand-up, formal report)', 'Communication Frequency', and 'Responsible Owner'.
Generate a Project Timeline with Milestones
Create a high-level project timeline that highlights key phases and critical milestones.
Using the provided project phases and their estimated durations, construct a high-level project timeline, clearly highlighting critical milestones. Assume the project commences on [Start Date].
Project Phases & Estimated Durations:...
Create a RACI Matrix
Define roles and responsibilities for project tasks to ensure clarity and accountability.
Construct a RACI (Responsible, Accountable, Consulted, Informed) matrix to clarify roles and responsibilities for the specified project tasks and team members. Present the matrix as a table where rows represent tasks and columns represent team members/roles, assigning R, A, C, or I appropriately for each intersection.
Project Tasks: [List 5-7 key project tasks, e.g., 'Develop UI', 'Test API', 'Manage Stakeholders']...
Draft a Project Kickoff Meeting Agenda
Prepare a structured agenda for your project kickoff meeting to align the team and set expectations.
Design a detailed 60-minute project kickoff meeting agenda for '[Project Name]'. Ensure it covers introductions, comprehensive project background, specific goals and scope, defined roles & responsibilities, a high-level timeline, the communication plan, and a dedicated Q&A session. Allocate realistic time segments for each agenda item.
Write a Weekly Project Status Report
Generate a concise and informative weekly status report to keep stakeholders updated on progress.
As a project manager, compose a concise weekly status report for the '[Project Name]' project, covering the week ending [Date]. Structure the report with clear sections for: 'Overall Project Status (e.g., On Track, At Risk, Off Track)', 'Key Accomplishments This Week', 'Planned Goals for Next Week', and 'Critical Blockers or Risks (with proposed actions)'.
Define Scope Inclusions and Exclusions
Clearly document what is and is not included in the project to prevent scope creep.
Given a project with the objective '[Project Objective]' and the following context: [Provide 2-3 sentences of context about the project's boundaries, desired outcomes, or limitations]. Generate a clear, unambiguous list of 'In-Scope' items and 'Out-of-Scope' items to prevent scope creep. Use bullet points for each list.
Generate User Stories from a Feature
Break down a high-level feature into actionable user stories for an agile development team.
For the feature '[Feature Description]', develop a set of detailed user stories from the perspective of a '[User Persona]'. Each story must adhere to the format: 'As a [persona], I want to [action] so that [benefit]'. Additionally, for each user story, provide 2-3 clear acceptance criteria to define successful implementation.
Estimate Task Durations (PERT)
Use the PERT technique to create more realistic time estimates for complex tasks.
Using the Program Evaluation and Review Technique (PERT), calculate the expected duration for the task '[Task Name]'. I will provide the Optimistic (O), Most Likely (M), and Pessimistic (P) durations in [units, e.g., days/hours]. Apply the formula: Expected Duration = (O + 4M + P) / 6. Also, provide the standard deviation of the estimate.
Optimistic (O): [X units]...
Draft a Project Change Request Form
Create a template for a change request form to manage changes to the project scope systematically.
Design a comprehensive template for a Project Change Request Form. The form should clearly include fields for: 'Requestor Name', 'Date of Request', 'Detailed Change Description', 'Justification for the Proposed Change', 'Impact Analysis (on Scope, Timeline, Budget, Quality)', 'Recommendation (Approve/Reject)', and an 'Approval/Rejection Section (with Approver Name, Date, and Rationale)'.
Generate Gantt Chart Data (Mermaid)
Create text-based data for a Gantt chart using Mermaid syntax for easy visualization.
Construct a Gantt chart in Mermaid syntax for the '[Project Name]' project. Utilize the provided task list, including their respective durations and dependencies. Assume the project's start date is [YYYY-MM-DD].
Project Tasks with Durations and Dependencies:...
Create a Project Budget Outline
Develop a high-level budget outline by categorizing potential project expenses.
Develop a high-level project budget outline for a project aimed at '[Project Goal]'. Categorize anticipated expenses into primary sections such as 'Personnel', 'Software/Licensing', 'Hardware/Infrastructure', 'Training & Development', 'Travel & Expenses', and 'Contingency'. For each category, suggest 2-3 typical line items.
Draft a Project Closure Report
Create a comprehensive report to formally close a project, summarizing its performance and outcomes.
Develop a comprehensive template for a Project Closure Report for '[Project Name]'. The report should contain sections for: 'Executive Summary', 'Project Performance Against Original Goals', 'Actual vs. Baseline Budget Analysis', 'Key Lessons Learned (Successes & Areas for Improvement)', 'Final Deliverables Handover Confirmation', and 'Formal Stakeholder Sign-off'.
Brainstorm Key Performance Indicators (KPIs)
Identify relevant KPIs to measure the success and impact of your project.
Given a project with the primary goal of '[Project Goal]', identify and list 5-7 specific and measurable Key Performance Indicators (KPIs) to effectively track its success. For each KPI, provide a concise explanation of its importance and outline the methodology for its measurement.
Develop a Resource Allocation Plan
Outline which resources (people, equipment) are needed for each phase of the project.
Formulate a resource allocation plan for a project structured with these phases: [Phase 1: Name & brief description], [Phase 2: Name & brief description], [Phase 3: Name & brief description]. The core team consists of a [Role 1], a [Role 2], and a [Role 3]. Present a table assigning the primary team member(s) and their estimated effort percentage for each project phase.
Summarize Meeting Notes for Action Items
Quickly extract key decisions and action items from a raw meeting transcript.
From the provided raw meeting transcript, diligently extract all critical action items and key decisions made. For each identified action item, specify the assigned owner and the stipulated deadline (if explicitly stated). Organize the output into two separate, clearly labeled lists: 'Key Decisions' and 'Action Items'.
Meeting Transcript: [Paste raw meeting transcript here]
Create a Lessons Learned Survey
Generate questions for a post-project survey to gather feedback for future improvements.
Develop a list of 10-12 insightful, open-ended questions for a 'Lessons Learned' survey. This survey is intended for the project team following the completion of '[Project Name]'. Ensure the questions thoroughly cover aspects such as project successes, areas for improvement, unexpected challenges, and actionable recommendations for future projects.
Identify Task Dependencies
Analyze a list of tasks to determine their relationships and dependencies for proper sequencing.
Examine the given list of project tasks and systematically identify all their logical dependencies (e.g., Finish-to-Start, Start-to-Start, Finish-to-Finish). Present these dependencies in a clear, unambiguous list format, such as 'Task B cannot begin until Task A is completed (FS)' or 'Task C and Task D must start simultaneously (SS)'.
Project Tasks: [List 5-10 project tasks with brief descriptions]
Draft an Elevator Pitch for a Project
Create a concise and compelling summary of your project to quickly explain its value to stakeholders.
Compose a compelling 30-second elevator pitch for the project '[Project Name]'. The pitch must succinctly convey the core problem the project addresses, its unique value proposition or key benefit, and its primary target audience. The overarching project goal is: [Briefly state the project's primary goal and desired impact].
Generate an FAQ for a Project
Anticipate and answer common questions about your project to provide clarity for the team and stakeholders.
Develop a comprehensive list of Frequently Asked Questions (FAQs) for the '[Project Name]' project, which aims to '[Project Objective]'. Include at least 10 questions that address common inquiries regarding the project's scope, timeline, key stakeholders, success metrics, and potential impacts. Provide clear and concise answers for each question.
Outline a Quality Assurance (QA) Plan
Create a basic plan to ensure the project deliverables meet the required quality standards.
Formulate a foundational Quality Assurance (QA) plan for a project focused on delivering a '[Type of Deliverable, e.g., software feature, research report, business process improvement]'. The plan should clearly detail: 'Quality Objectives', 'Key Quality Standards & Criteria', 'Testing & Review Process', 'Defect Management Strategy', 'Key Quality Metrics', and 'Roles & Responsibilities for QA Activities'.
Turn these prompts into a reusable workspace
Save your favourite prompts once, reuse them with Alt+P, keep a live Table of Contents of long chats, and export conversations when you're done.
