Tools & Apps
Prompts for Excel, PowerPoint, Word, Notion, Google Sheets, and Slack
Choose the Right Project Management Tool
Act as a project management tools and workflow design specialist. I need to choose and set up a project management tool for my [BUSINESS_TYPE]. My team size is [TEAM_SIZE], my project types are [PROJECT_TYPES], and my current system is [CURRENT_SYSTEM] (e.g. spreadsheets, email, nothing). Design a project management tool selection guide covering: the top 3 tool options for my team size and project type (Notion, Asana, ClickUp, Trello, Monday, Linear), a feature comparison table for my specific use cases, the setup guide for my recommended tool, the template to create for my most common project type, and the adoption strategy to get my team or clients using it consistently.
Set Up Notion as a Solo Business Operating System
You are a Notion setup and solo business systems specialist. I want to use Notion as my complete business operating system for my [BUSINESS_TYPE]. I currently manage [BUSINESS_ACTIVITIES] (e.g. client projects, content calendar, CRM, finance tracking, task management). Design a Notion business OS setup covering: the database structure for each business area, the templates to create for recurring tasks, the dashboard view that gives me a daily business overview, the client-facing workspace setup (if applicable), the weekly Notion maintenance ritual, and the Notion features most underused by solo business owners that would save me the most time.
Build a Personal Knowledge Management System
You are a personal knowledge management and second brain design coach. I want to build a PKM system to capture, organise, and retrieve the insights, articles, notes, and ideas I encounter daily. I consume [CONTENT_TYPES] (articles, podcasts, books, videos) and my tools preference is [TOOLS_PREFERENCE] (Notion, Obsidian, Roam, Logseq, or no preference). Design a PKM system covering: the capture workflow for each content type, the organisation system (tags, folders, maps of content), the processing ritual to convert raw notes into usable insights, the review system to resurface relevant knowledge when needed, and the one PKM habit that most transforms a passive reader into an active knowledge builder.
Automate Repetitive Business Tasks Using Zapier or Make
Act as a business automation and workflow design specialist. I want to automate repetitive tasks in my [BUSINESS_TYPE] using no-code automation tools (Zapier, Make, or n8n). My most repetitive manual tasks are [REPETITIVE_TASKS] and the tools I currently use are [CURRENT_TOOLS]. Design a business automation plan covering: the 5 automations with the highest time-saving ROI for my business, the step-by-step setup for the top 2 automations, the trigger-action logic for each, the testing and error-handling approach, how to monitor automations once live, and the monthly time saved estimate once all automations are running.
Set Up a Simple CRM for a Solo Business
You are a CRM setup and solo business sales systems specialist. I want to set up a simple CRM to manage my leads and clients without over-engineering it. I have approximately [LEAD_COUNT] active leads and [CLIENT_COUNT] current clients. My preferred tools are [TOOL_PREFERENCE] (Notion, HubSpot Free, Airtable, Folk, or similar). Design a solo CRM setup guide covering: the tool recommendation and reasoning, the pipeline stages to create, the fields to track per contact, the client record setup, the weekly CRM update ritual (under 15 minutes), how to use the CRM for timely follow-up reminders, and the one CRM behaviour that most improves revenue outcomes for solo service providers.
Use Google Workspace More Productively
Act as a Google Workspace productivity and advanced features coach. I use Google Workspace (Docs, Sheets, Slides, Gmail, Drive, Calendar, Meet) for [WORK_ACTIVITIES] as a [PROFESSIONAL_ROLE]. I want to use it significantly more productively. Design a Google Workspace productivity guide covering: the 5 underused features per core app that save the most time, keyboard shortcuts that eliminate the most clicks, the Google Docs and Sheets templates to set up once and reuse, how to use Google Drive folder structure for fast file retrieval, the Gmail inbox zero system using labels and filters, and the one Workspace integration or add-on that transforms productivity for my role.
Set Up a Digital Calendar System That Protects Deep Work
You are a calendar management and time design specialist. I want to set up my digital calendar system (Google Calendar or Outlook) so it protects my deep work time, eliminates meeting overload, and reflects my actual priorities. My role is [PROFESSIONAL_ROLE] and my biggest calendar problem is [CALENDAR_PROBLEM] (e.g. back-to-back meetings, no deep work blocks, reactive scheduling). Design a calendar architecture covering: the time block categories to create (deep work, shallow work, meetings, admin, BD), the colour coding and naming convention, the meeting booking rules and buffer times, the weekly calendar template, how to use booking links (Calendly or similar) without losing control, and the monthly calendar review ritual.
Choose and Set Up an Email Marketing Platform
Act as an email marketing platform selection and setup specialist. I want to choose and set up an email marketing platform for my [BUSINESS_TYPE]. My list size is [LIST_SIZE], my email sending frequency is [FREQUENCY], and my budget is [MONTHLY_BUDGET]. Design an email platform selection and setup guide covering: the top 3 platform options for my list size and budget (Mailchimp, ConvertKit, Beehiiv, MailerLite, ActiveCampaign), a feature comparison for my specific needs (automations, landing pages, tagging, analytics), the platform recommendation with reasoning, the initial setup checklist (domain authentication, welcome sequence, opt-in form), and the platform migration path if I outgrow it.
Set Up a Simple Invoicing and Finance Tracking System
Act as a solo business finance tools and systems specialist. I want to set up a simple invoicing and finance tracking system for my [BUSINESS_TYPE]. I invoice approximately [INVOICES_PER_MONTH] clients per month and my monthly revenue is approximately [MONTHLY_REVENUE]. Design a finance system setup covering: the best invoicing tool for my scale (Wave, Zoho Invoice, FreshBooks, QuickBooks, or a simple template), the invoice template setup with my key details, the expense tracking system, the monthly financial review ritual, how to track outstanding payments and chase late invoices professionally, and the one financial metric I should review weekly to stay on top of my solo business cash flow.
Use Canva to Create Professional Business Visuals
You are a Canva productivity and visual branding specialist. I want to use Canva to create professional visual content for my [BUSINESS_TYPE] without a designer. My most common visual needs are [VISUAL_NEEDS] (e.g. LinkedIn carousels, lead magnet covers, proposal covers, presentation decks, social media graphics). Design a Canva productivity system covering: the brand kit setup (colours, fonts, logos), the templates to create once and reuse per content type, the Canva features most underused by non-designers, how to maintain visual consistency across all outputs, the AI features in Canva that save the most design time, and the one Canva workflow that eliminates the most visual creation friction.
Choose the Right Video Conferencing and Recording Tools
Act as a virtual meeting and video tools specialist. I conduct [MEETING_TYPES] (client calls, webinars, team meetings, course recordings) as a [PROFESSIONAL_ROLE] and I want to optimise my video conferencing and recording setup. Design a video tools guide covering: the best platform per meeting type (Zoom, Google Meet, Microsoft Teams, Loom, StreamYard), the recording and transcription tools that create the most reusable assets from calls, how to use AI meeting assistants (Otter.ai, Fireflies, Fathom) to eliminate manual note-taking, the hardware recommendations at three budget levels for a professional on-camera presence, and the one video tool that most increases my perceived professionalism in client-facing meetings.
Build a Digital File Management System
Act as a digital file management and information architecture specialist. I want to redesign my digital file system across [STORAGE_PLATFORMS] (Google Drive, Dropbox, OneDrive, local) so I can find any file in under 30 seconds. My work involves [FILE_TYPES] and the problem with my current system is [CURRENT_PROBLEM] (e.g. files everywhere, inconsistent naming, no structure). Design a file management system covering: the top-level folder architecture for my work type, the naming convention for files and folders, the archiving system for completed projects, the shared folder structure for client collaboration, the weekly file maintenance ritual, and the one file management habit that most reduces digital clutter over time.
Use LinkedIn's Native Tools More Effectively
You are a LinkedIn native tools and platform optimisation specialist. I want to use LinkedIn's built-in tools more effectively for [LINKEDIN_GOALS] (e.g. lead generation, content visibility, job search, thought leadership). My current LinkedIn activity is [CURRENT_ACTIVITY] and my profile visits per week are [PROFILE_VISITS]. Design a LinkedIn native tools guide covering: Creator Mode setup and benefits, Newsletter feature for audience building, LinkedIn Live and Events for visibility, the Search and Boolean search for prospecting, LinkedIn Analytics interpretation, the algorithm signals to optimise for in 2026, and the one native LinkedIn feature most professionals ignore that delivers disproportionate reach.
Set Up a Scheduling and Booking System for Client Calls
Act as a client scheduling and booking system specialist. I want to set up a professional booking system for my [SERVICE_TYPE] so clients can schedule calls without back-and-forth email. My meeting types are [MEETING_TYPES] and I use [CALENDAR_PLATFORM] for my calendar. Design a booking system setup guide covering: the best tool for my use case (Calendly, TidyCal, Cal.com, Acuity), the meeting type setup with durations and buffer times, the intake questions to ask before each call type, the confirmation and reminder email sequences, how to embed the booking link on my website and in email signatures, and the one booking system feature that most improves show-up rates.
Build a Social Media Scheduling and Management System
Act as a social media management tools and scheduling specialist. I want to build a social media scheduling system for [PLATFORMS] so I am posting consistently without being on social media all day. I post [POSTING_FREQUENCY] per week per platform. Design a social media management system covering: the best scheduling tool for my platform mix (Buffer, Hootsuite, Later, Publer, Metricool), the content batching and scheduling workflow, how to use scheduling without losing platform-native reach, the analytics view to monitor per platform, the engagement management routine that does not steal my day, and the one scheduling tool feature that most reduces the weekly time investment in social media management.
Evaluate and Reduce Your SaaS Tools Spend
You are a SaaS tools audit and business efficiency specialist. I am spending [MONTHLY_SAAS_SPEND] per month on software tools for my [BUSINESS_TYPE] and I want to audit and reduce this spend without losing productivity. My current tools are [CURRENT_TOOLS_LIST]. Design a SaaS audit process covering: how to categorise tools by essential versus nice-to-have, the overlap analysis to identify tools doing the same job, the consolidation opportunities (one tool that replaces two), the negotiation strategy for renewing annual plans, how to cancel and migrate away from a tool cleanly, and the target monthly SaaS spend for a solo business at my revenue level.
Set Up a Password Manager and Digital Security System
You are a digital security and productivity tools specialist. I want to set up a proper password manager and digital security system for my [BUSINESS_TYPE] to protect my accounts, client data, and business continuity. My current security practice is [CURRENT_SECURITY] (e.g. reusing passwords, no 2FA, no backup system). Design a digital security setup guide covering: the best password manager for a solo business owner (1Password, Bitwarden, Dashlane), the setup and migration process from my current approach, the two-factor authentication setup for my most critical accounts, the secure client data handling practices, the business continuity plan if my accounts are compromised, and the 5-minute monthly security check ritual.
Build a Personal Tech Stack Audit and Optimisation Plan
Act as a personal tech stack and digital productivity audit specialist. I want to audit all the tools I currently use for [WORK_ACTIVITIES] and build an optimised, coherent tech stack that reduces friction and increases output. My current tools are [CURRENT_TOOLS] and my biggest productivity pain points are [PAIN_POINTS]. Design a tech stack audit and optimisation plan covering: a tool map of my current stack by category, the gaps, overlaps, and redundancies to address, the tools to cut, keep, and add, the migration plan for tools being replaced, the total monthly cost of the optimised stack, and the one change in my tech stack that would have the highest immediate impact on my daily productivity.
Use Loom for Asynchronous Client Communication
Act as a Loom and asynchronous communication specialist. I want to use Loom video messaging to communicate more efficiently with [COMMUNICATION_TARGETS] (clients, prospects, team members) as a [PROFESSIONAL_ROLE]. My current communication problems are [COMMUNICATION_PROBLEMS] (e.g. too many calls, slow email responses, unclear written instructions). Design a Loom communication workflow covering: the communication types best suited to Loom versus text email versus calls, the script structure for a professional client update Loom (under 3 minutes), how to use Loom for proposal walkthroughs and discovery follow-ups, the Loom AI features that enhance video messages, etiquette for using Loom with clients who are not familiar with it, and the one Loom use case that most reduces unnecessary meetings.
Build a Remote Work Productivity Setup
You are a remote work productivity and home office systems specialist. I work remotely as a [PROFESSIONAL_ROLE] and my productivity challenges are [REMOTE_CHALLENGES] (e.g. distractions, isolation, over-working, poor focus, tech issues). Design a remote work productivity setup covering: the physical workspace optimisation checklist, the digital tools for focus and deep work (Focus@Will, Freedom, Toggl, Clockify), the communication tools and protocols to stay connected without being always-on, the daily remote work routine that separates work from personal life, the weekly check-in system with collaborators or accountability partners, and the one remote work habit that most transforms output quality.
Evaluate Whether to Build or Buy a Business Tool
Act as a build-vs-buy technology decision specialist. I need to decide whether to build a custom [TOOL_TYPE] (e.g. database, tracking system, client portal, reporting dashboard) or use an existing SaaS tool. My budget is [BUDGET], my technical skill level is [TECH_SKILL], and the tool needs to do [CORE_REQUIREMENTS]. Design a build-vs-buy decision framework covering: the total cost of ownership analysis for both options, the time-to-value comparison, the maintenance and update burden for each, the flexibility and customisation requirements, the 3 questions that most clearly indicate build versus buy for my situation, and the hybrid approach (no-code build on top of existing tools) as a third option.
Build a Focus and Deep Work Technology System
Act as a digital focus and deep work environment design specialist. I struggle to achieve deep work because of [DISTRACTION_TYPE] (notifications, social media, multitasking, interruptions) as a [PROFESSIONAL_ROLE]. I want to use technology to protect and enhance my focus. Design a deep work technology system covering: the distraction-blocking tools and setup (Freedom, Cold Turkey, Focus mode configurations), the notification management system across phone and desktop, the physical and digital environment setup for a deep work session, the focus-tracking tools to measure my deep work hours per week (Toggl, RescueTime, Timing), the binaural beats or focus music tools with evidence for effectiveness, and the one technology change that most reliably doubles deep work output.
Design a Digital Detox and Healthy Tech Use Plan
You are a digital wellbeing and healthy technology use specialist. I feel that my relationship with technology — specifically [TECH_PROBLEM] (e.g. phone addiction, email anxiety, social media compulsion, always-on work culture) — is harming my [HARM_AREA] (focus, relationships, sleep, presence). Design a digital detox and healthy tech use plan covering: the audit to understand where my tech time is actually going, the boundaries to set for each problematic tool or behaviour, the hardware and software interventions to make unhealthy tech use harder, the replacement habits to fill the void intentionally, a 30-day digital reset plan with weekly milestones, and the one device setting change that most immediately reduces compulsive technology use.
Set Up a Professional Email Signature System
You are a professional email branding and signature design specialist. I want to create a professional email signature system for my [BUSINESS_TYPE] that builds credibility, drives action, and works across email clients. My email platform is [EMAIL_PLATFORM] and my business goal from the signature is [SIGNATURE_GOAL] (e.g. drive calls, promote content, build LinkedIn following). Design an email signature system covering: the essential elements of a professional signature, the HTML signature design guide for my email platform, the signature variant for different email types (client emails, cold outreach, newsletter), how to add a rotating call-to-action banner, the mobile rendering check, and the one signature element most commonly missing that increases click-through rate.
Audit Your Digital Privacy and Data Security
You are a digital privacy and personal data security specialist. I want to audit and improve my digital privacy and data security as a [PROFESSIONAL_ROLE] who handles [DATA_TYPES] (client data, financial data, personal data, intellectual property). Design a digital privacy audit covering: the key privacy risks for my professional context, the tools audit (which apps have access to sensitive data they do not need), the communication security improvements (encrypted email, secure file sharing), the cloud storage data minimisation strategy, the GDPR or data protection compliance basics for a solo service provider, and the 5 privacy improvements I can make in under one hour that deliver the highest protection.
Set Up a Time Tracking System for a Solo Business
You are a time tracking and solo business profitability specialist. I want to set up a time tracking system for my [SERVICE_TYPE] to understand where my time goes, improve project profitability, and support accurate invoicing. My billing model is [BILLING_MODEL] (hourly, retainer, project-based). Design a time tracking system setup covering: the best tool for my model (Toggl Track, Clockify, Harvest, Timely), the project and client tagging structure to set up, the daily time entry habit that takes under 2 minutes, the weekly profitability review using time data, how to use time tracking data to improve pricing and scope management, and the one time tracking insight that most surprises solo service providers when they first start measuring.
Use Obsidian for Advanced Personal Knowledge Management
Act as an Obsidian and advanced personal knowledge management specialist. I want to use Obsidian to build a powerful second brain for my work as a [PROFESSIONAL_ROLE]. My main use cases are [PKM_USE_CASES] (e.g. research notes, meeting notes, content ideas, client notes, book summaries). Design an Obsidian setup guide covering: the vault structure and folder system, the core plugins to install and configure (Dataview, Templates, Calendar, Kanban), the daily note and weekly review templates, the linking and tagging strategy for connected thinking, how to use Obsidian with AI plugins to enhance note-taking, and the one Obsidian workflow that most transforms how knowledge workers capture and connect ideas.
Build a Freelance Business Tech Stack From Scratch
You are a freelance business tools and systems specialist. I am launching a freelance [SERVICE_TYPE] business and I need to set up my complete tech stack from scratch on a budget of [MONTHLY_BUDGET]. Design a complete freelance tech stack guide covering: the essential tools for each business function (website, email, invoicing, contracts, CRM, project management, communication, scheduling, accounting), the free and low-cost options for each, the setup priority order in the first 30 days, the integrations to connect the tools into a coherent system, the total monthly cost at full setup, and the one tool a new freelancer most commonly skips that they regret not setting up from the start.
Build a Sustainable Content Creation Routine
You are a content creation sustainability and creative routine design specialist. I want to build a content creation routine for [CONTENT_TYPES] on [PLATFORMS] that I can sustain for 12+ months without burning out. I have [AVAILABLE_TIME] per week for content and my biggest sustainability challenge is [SUSTAINABILITY_CHALLENGE]. Design a sustainable content creation routine covering: the minimum viable content output that still builds an audience, the energy management approach to creative work (when in the week to create), the batching system that prevents daily creative pressure, the idea capture habit that ensures I never run dry, the permission structures to take content breaks without losing momentum, and the one routine design decision that most protects long-term creative sustainability.
Build a Complete Digital Workspace for a Solo Business
You are a solo business digital workspace and systems design specialist. I want to design and build a complete, integrated digital workspace for my [BUSINESS_TYPE] so that every business function — client work, content, sales, finance, and learning — has a proper home and workflow. My current workspace is [CURRENT_WORKSPACE_DESCRIPTION] and my biggest system gap is [BIGGEST_GAP]. Design a complete solo business digital workspace covering: the core platform to anchor the workspace (Notion, ClickUp, or similar), the workspace architecture by business function, the integrations to connect external tools into the workspace, the daily and weekly workspace navigation ritual, the setup priority order in the first 30 days, and the one workspace design principle that most determines whether a solo business system actually gets used long-term.