We’re all looking for ways to get more done with less stress, right? And while everyone’s talking about AI, it can be hard to see how tools like ChatGPT fit into our actual, everyday work lives. Most of us have used it to clean up an email or brainstorm a headline, but that’s just scratching the surface.
The secret is learning how to “talk” to it properly. Think of it less like a search engine and more like a super-smart assistant who’s ready to help—you just need to give it good instructions.
I’ve spent a lot of time figuring out what works, and I’ve put together a list of ten prompts that have genuinely changed the way I work. They help me automate the tedious stuff, think through complex problems, and free up my time for the work that actually matters.
Here they are. Feel free to steal them!
1. Tame Your Inbox for Good
Let’s be real: opening your inbox in the morning can feel like facing a tidal wave. If you’re tired of feeling like you’re constantly reacting to emails instead of driving your day, this prompt is for you.
The Prompt:
“You’re my executive assistant. I’m going to paste about 10 emails from my inbox below. I need you to:
- Give me a one-sentence summary of each one.
- Tell me if it’s ‘Urgent,’ ‘Important but Not Urgent,’ or ‘Can Wait.’
- Point out any emails I can delegate and suggest who might handle them.
- Write a quick, friendly reply for anything that just needs a simple ‘got it, thanks!’ Could you put all of this into a simple table for me?”
Why I love this prompt: It turns a chaotic inbox into an organized to-do list. It’s like having an assistant who sorts everything for you, so you can spend your energy on the replies that actually matter. It honestly saves me hours every week.
2. Run Meetings That Don’t Waste Anyone’s Time
We’ve all been in meetings that could have been an email. This prompt helps make sure your meetings are sharp, focused, and actually lead to something.
The Prompt:
“Hey, can you help me draft an agenda for a meeting about [Topic]? I need it to have a clear goal, a list of who should be there, how much time we’ll spend on each point, and a few key questions to keep the conversation on track. Most importantly, let’s block out the last 10 minutes just for deciding who’s doing what next.”
Why I love this prompt: It forces you to think through the purpose of the meeting before you even send the invite. An agenda like this sets the tone, keeps everyone on topic, and makes sure you walk away with a clear plan instead of more confusion.
3. Break Through Any Creative Block
Staring at a blank page is the worst. Whether it’s for a blog, social media, or a client newsletter, coming up with fresh ideas is tough.
The Prompt:
“Act like a content strategist for a minute. My company, [Company Name], helps [Target Audience] with [Product/Service]. We usually talk about [Topic 1, Topic 2, and Topic 3]. Can you brainstorm 15 fresh content ideas for me? For each one, give me a catchy headline, explain what problem it solves for our audience, and suggest the best format—like a blog post, a short video, or maybe an infographic.”
Why I love this prompt: It gives ChatGPT just enough context to be genuinely helpful. Instead of generic ideas, you get a list of relevant, strategic suggestions that you can actually use.
4. Get a “Second Opinion” on Big Decisions
Sometimes you’re just too close to a problem to see it clearly. This is when you need a thought partner to help you map things out.
The Prompt:
“I need you to be my strategic advisor. I’m trying to figure out how to [complex problem or goal]. Could you map out three different ways we could approach this? For each one, walk me through the pros and cons—like how much it might cost, how long it could take, and what resources we’d need. Then, maybe suggest a simple framework I can use to pick the best option.”
Why I love this prompt: It stops you from fixating on a single solution and helps you see the bigger picture. It’s like a brainstorming session that helps you anticipate challenges before they happen.
5. Finally Organize Your To-Do List
A long to-do list can feel more paralyzing than productive. This prompt helps you sort through the noise and design a week that actually works.
The Prompt:
“Act as my productivity coach. Here’s my to-do list for the week: [Paste your to-do list]. Can you help me sort these tasks into ‘deep work’ (stuff that needs my full focus), ‘shallow work’ (quick tasks), and ‘collaborative work’ (meetings and calls)? Based on that, sketch out a simple calendar schedule for me that includes some breaks and a little buffer time for surprises.”
Why I love this prompt: It automates the mental heavy lifting of planning your week. It gives you a clear, visual plan so you can protect your time for the things that will move the needle.
6. Find the Flaws in a Plan (Before They Find You)
Ever launch a project only to have it hit a snag you know you should have seen coming? This prompt turns ChatGPT into a “stress-tester” for your plans.
The Prompt:
“I’m going to share a [document type, like a project plan]. Can you read through it and act like a critic? I want you to point out: a) any assumptions we’re making that we haven’t stated, b) any hidden dependencies we might be forgetting, and c) any potential ‘edge cases’ or weird scenarios where things could break. Tell me where you think the real-world pressure will crack this plan.”
Why I love this prompt: It’s amazing what a neutral “pair of eyes” can catch. This helps you find and fix weaknesses in your plan before they become real problems.
7. Connect Your Team’s Work to the Big Picture
If you manage a team, one of the hardest things is making sure everyone is pulling in the same direction. This prompt helps you spot misalignments between your goals and what’s actually happening.
The Prompt:
“Based on our company’s main goals for the quarter and the performance data I’ve attached, can you help me see where we’re not quite aligned? I want to know where our daily work isn’t matching up with our big-picture goals. Then, maybe suggest a few ways we could shift our team’s priorities to help close that gap.”
Why I love this prompt: It helps you make decisions based on data, not just gut feelings. It’s a great way to find opportunities to coach your team and make their work more impactful.
8. Learn a New Skill, Fast
Ever get assigned to a project and realize you need to get up to speed on a new topic… by yesterday?
The Prompt:
“I need to learn about [New Skill/Topic] for a project. Can you act like a friendly tutor and create a simple learning plan for me? Break the topic down into 5 main parts. For each part, tell me the key things I need to know, maybe suggest an article or video, and give me a small exercise to make sure I’m getting it.”
Why I love this prompt: It cuts through the noise of the internet and gives you a clear, structured path to learn something new. It’s incredibly efficient.
9. Prepare for Those Awkward Conversations
We all have to have them: giving tough feedback, negotiating a project’s scope, or talking about a missed deadline. This prompt helps you prepare.
The Prompt:
“I have to have a difficult conversation with [Person] about [Topic]. Can you help me prepare? Act as a coach and help me script my opening line, a few key talking points, and how I might respond if they get defensive or emotional. My goal is to be clear and constructive without damaging our relationship.”
Why I love this prompt: It’s a safe way to practice and organize your thoughts. Walking into a tough conversation with a plan helps you stay calm and focused on the outcome.
10. Kick Off Your Next Project the Right Way
A good start can make all the difference in a project’s success. This prompt helps you make sure all your bases are covered from day one.
The Prompt:
“Act like a seasoned project manager. We’re about to start a new project called [Project Name and a quick summary]. Can you create a simple kick-off checklist for me? It should cover things like defining what we’re actually delivering, identifying who all the stakeholders are, setting a rough timeline, flagging potential risks, and deciding how we’re all going to communicate.”
Why I love this prompt: It prevents so many common headaches down the road—like scope creep and miscommunication. It gets everyone on the same page from the very beginning.
It’s Your Turn
The best way to get better at this is to just start trying it. Pick one or two of these prompts that feel relevant to you, tweak them to fit your own work, and see what happens. You’ll be surprised at how much time and mental energy you can get back.
What are some of the ways you’re using ChatGPT at work? I’d love to hear about them in the comments