6 ChatGPT prompts to save time and boost productivity

Searching for the right words for a rejection letter. Lacking ideas for a brainstorming session. Struggling to prioritize tasks. 

Sometimes it can feel like you’re spending precious time on mundane but essential tasks. And if you feel stuck, you might procrastinate or fall behind on other responsibilities. 

Whether you need assistance to maximize your time, help finding the right professional tone, or a second opinion about approaching a task, an artificial intelligence (AI) tool like ChatGPT can help you out. But you’ll first need to learn to write effective ChatGPT prompts to receive valuable responses.

What’s ChatGPT?

ChatGPT is a machine learning natural language processing model created by OpenAI. OpenAI trained this tool on a dataset of books, articles, websites, and human-generated questions and responses. They designed this software with prompt engineering, meaning it can comprehend language models like questions and generate human-like responses and back-and-forth conversations.

You can use ChatGPT for several work tasks to save time and boost efficiency, like:

• Writing and editing documents and emails

• Brainstorming ideas for content creation, like for blog posts, social media posts, and product descriptions

• Creating surveys for data collection

• Analyzing datasets

• Providing human resources assistance, like writing job descriptions, generating interview questions, and comparing job seekers’ resumes with role requirements

• Organizing and prioritizing tasks

• Summarizing meeting notes

• Creating timelines and checklists

6 great ChatGPT prompt ideas with templates

Before using an AI tool to help you with work tasks, gather relevant information for creating an accurate prompt. This might mean chatting with coworkers about overall goals or compiling must-haves for a formal email. 

Here are a few ways to use ChatGPT to enhance your workflow, plus several prompt templates.

1. Time management

If you struggle with time management, ChatGPT can offer advice on improving your workflows and productivity levels. 

Start by filling in and inputting the following template into the tool:

I’m a [job title] that [explain work tasks you need to manage]. I currently [use this method] but [explain specific challenges you face]. Can you help me with [desired outcome]? 

Here are two possible prompts and a response snippet:

Prompt 1:

I’m a freelance graphic designer that sells merchandise on an e-commerce platform as a side hustle. I have difficulty fulfilling orders, updating my stock, and keeping up with my other projects and deadlines. Sometimes it causes problems with client satisfaction. Can you suggest effective techniques to improve my time management skills? 

Prompt 2:

As a newly hired project manager, I feel overwhelmed when balancing several tasks and deadlines simultaneously. I’m currently tracking all my tasks on Trello but would like to use a more interactive platform. Can you help me decide on a new workflow app and provide me with some time management techniques?

Response snippet: 

Monday.com is a highly customizable platform that enables you to create and manage workflows, track progress, and communicate with your team. It offers flexible task management options and visual representations of project timelines.

Now, let's discuss some time management techniques that can help you balance multiple tasks and deadlines effectively:

• Prioritize tasks: Identify the most important and urgent tasks and prioritize them accordingly. Use techniques like an Eisenhower matrix (categorizing tasks based on urgency and import) to determine priorities.

• Use time-blocking: Allocate specific time blocks for different tasks or types of activities. This helps you focus and prevents multitasking, allowing you to make progress on individual tasks more efficiently.

2. Task prioritization

Effectively managing your workflow requires careful task prioritization, and this organization can empower you to hit deadlines and stay motivated. But sometimes it’s hard to see the clarity within the mess and keep tabs on the bigger picture. 

Try this template to gain task organization assistance:

I’m a [job role] that [explain tasks you need to organize, level of importance, and deadlines]. 

You may also include suggested prioritization methods and specific challenges you face. Here are two examples and a response snippet:

Prompt 1:

Please summarize the key takeaways from the copied meeting notes. Note all new deadlines for Q3. Create a bulleted list of new SEO requirements shared by Magdalene. [Attach meeting notes.] 

Prompt 2:

I’m a copywriter who needs help building tomorrow’s schedule. I have to respond to five emails, two of which are urgent. I also need to write, proofread, and submit an article tomorrow by 5 p.m. At 12 p.m. I have a one-hour call with a client. I’d also like a 30-minute lunch break and some time to exercise. Using the Eisenhower Method, build me a schedule. 

Response snippet:

Using the Eisenhower Method, let's build a schedule for your day:

9–10 a.m.: Respond to urgent emails

10–11:30 a.m.: Focus on writing the article

11:30 a.m.–12 p.m.: Proofread and finalize the article

12–1 p.m.: Call the client

1–1:30 p.m.: Lunch break

1:30–2:30 p.m.: Respond to non-urgent emails

2:30–3 p.m.: Exercise break

3–5 p.m.: Fine-tune and submit the article

3. Work routines

Productivity isn’t a constant — everyone has on and off days. But you can promote greater consistency with the proper routine so you follow helpful habits even on your off days. And ChatGPT can help you uncover better strategies to keep you on task.

To explore viable productivity routines, try this template:

I’m a [job role]. I’m struggling with [areas where productivity needs to improve]. I’d like to [specific goal you’d like to achieve]. 

Here are a couple examples with an abbreviated response:

Prompt 1:

I’m a programmer who works fully remotely, and at-home responsibilities frequently distract me. I also feel like I lack accountability for my work. I’m having difficulty building a consistent routine that lets me work effectively and also have time for personal interests. How can I create better work habits and structure my days to avoid interruptions? 

Prompt 2:

I’m a startup’s team lead and I’m not sure what to do when productivity dips. What are some ways I can identify problems and implement more efficient teamwork? 

Response snippet:

Assess workload and priorities: Review the workload distribution within the team. Ensure that tasks are assigned appropriately, taking into consideration individual strengths and capacity. Identify any imbalances or bottlenecks and redistribute tasks if necessary. Prioritize tasks effectively to focus on high-impact activities.

4. Email drafting

Professional emails should be short and to the point. But sometimes, brevity makes it difficult to capture the right tone and deliver your message effectively. 

While the exact information needed depends on the email’s subject, start by gathering the following details:

• The email’s purpose

• The recipient and your relationship

• Context and any specific metrics you must include

• The desired tone

• Other details like length or a call-to-action

  Here are some examples and a sample response:

Prompt 1:

I agreed to a job interview but have an unexpected family emergency and need to reschedule. Please write a professional email requesting a reschedule that maintains a positive impression. The tone should be courteous and appreciative but not overly formal. The email should be short, to the point, and not reveal too many personal details. 

Prompt 2:

I have to respond to a rejection email for an actuary job. They were impressed with my skills but concerned with my salary expectations. I agree with the decision. They offered to refer me to a different company, and I’d like to schedule a meeting to hear more about that opportunity. The tone should be kind, appreciative, and professional. Keep it short. 

Prompt 3:

I want to write an introductory email to my new boss, Farah, before starting next week. I’m excited to start. I’d like to know if I should prepare anything special other than my onboarding documentation. And can you ask who to contact about the ridesharing program since I’m new to town? The tone should be familiar and enthusiastic but professional. 

Prompt 4:

I want to say thank you to my coworker, Han. We worked closely together, and although we had very different ways of working, I appreciated his ability to communicate, respect my opinion, and work on challenges collaboratively. His patience and teamwork have left a big impact on me. Make it sound personalized. Keep it casual. No formal business jargon. Include an otter emoji. 

Prompt 5:

I need a fun reminder email for a group of influencers to remind them of the product launch on Friday. Attached is a document with keywords, hashtags, and information they must include in their posts. Also, remind them to tag us across all channels. Conclude by thanking them and letting them know I’m here to help with any questions. Be friendly and casual, and make it sound personalized. Keep the communication extremely short and only stick to the details. 

Response snippet:

Subject: 🚀 Reminder: Product Launch this Friday! 🎉

Hey [influencer's name],

Just a friendly reminder that our product launch is happening this Friday! 🌟 Please find the attached document with all the keywords, hashtags, and essential information for your posts. Don't forget to tag us across all channels to spread the excitement!

Big thanks for being a part of our amazing team! If you have any questions, I'm here to help.

Let's make this launch a huge success together!

[your name]

5. Brainstorming

Effective brainstorming requires an open and creative mindset — and you might not always feel that way. ChatGPT can quickly provide endless lists of ideas and solutions regarding anything from product development to sales strategizing. 

Here are a few examples and a response snippet:

Prompt 1:

I’m acting as a mentor to a young colleague who’s having difficulty adjusting to a new promotion. What are 10 deep questions I can ask to discover the root of the problem? They’ve proven themselves capable of new challenges but create blocks for themselves when moving out of their comfort zone. Please stress the philosophy of feeling comfortable being uncomfortable. Include some questions an experienced and trustworthy coach might ask. 

Prompt 2:

Please create 50 questions for a job seeker applying to a data analyst position. Provide me with behavioral questions, situational questions, and “Tell me about a time” questions. These are for a first interview. A few queries should be about how they communicate complex data in simple concepts. 

Prompt 3:

I’m a recent economics graduate. I graduated summa cum laude. I’m looking for my first job as a public policy analyst for a think tank. Give me 10 options for a personal brand statement to include in my LinkedIn profile. 

Prompt 4:

I’m a journalism graduate and want to expand my social media reach. My target audience is college-educated people aged 30–55 interested in history, politics, and literature. Give me 10 ideas to create engagement on Twitter and Instagram that’ll attract their attention. 

Prompt 5:

Give me 10 creative ways to promote a new T-shirt collection. My audience is internet savvy, follows tik tok trends, and is in their late teens to early twenties.

Response snippet:

Create behind-the-scenes vlogs showcasing the process of designing and creating your T-shirt collection. Share the journey, challenges, and inspirations through engaging videos on platforms like YouTube or Instagram.

Create an Instagram Reels lookbook featuring short, eye-catching videos that highlight different ways to style your T-shirts. Use popular music and trending editing techniques to make the content more shareable and appealing.

6. Copywriting

Social media managers, communications professionals, and really anyone who must create written content can ask ChatGPT to provide the foundation for engaging copy. 

Be as specific as possible to capture the right message. Here’s some information you might include:

• The content’s purpose

• The target audience

• Your tone of voice expectation

• Any necessary details, like required words, names, or hashtags

Here are a few examples and a response sample:

Prompt 1:

I need to write a search-engine-optimized intro for a blog post for my fashion website. It’s a single paragraph introducing a list of my favorite winter coat styles. The primary keyword is “winter coats,” and the secondary keywords are “cold weather” and “best coats for winter.” The tone is cool and laid-back. Not formal. My audience is women aged 18–30 who enjoy second-hand clothing. 

Prompt 2:

Write a product press release for a new medical device addressed to hospitals and private medical providers. It’s a lightweight nebulizer designed for small children with chronic respiratory problems. Elite Medical Supplies built it, and it’s ready for release on August 1st. Samples and demonstrations are available during June. Include a statement from our CEO: [insert statement]. 

Prompt 3:

I need to write an Amazon product description for a taco-shaped pool float. It should be three sentences and five bullet points with different features. Avoid cultural references to Mexico. Focus on making a backyard quirky and fun. We’ve made it out of high-quality plastic that stops it from popping. Use words like “spicy.” Use food puns. 

Response snippet:

Float into a pool of fun with our Taco-Shaped Pool Float! This quirky backyard essential is made from high-quality plastic that guarantees a burst-free experience, ensuring you stay afloat all summer long. Spice up your pool parties and soak up the sun with this deliciously unique pool float!

Features:

• Taco Tuesday Vibes: Bring the fiesta to your backyard with this taco-shaped pool float that adds a dash of spice to your poolside adventures.

5 tips for using ChatGPT

AI content generators aren’t perfect. They can make grammatical mistakes and provide inaccurate information. Remember to use them as an aid, not as a fool-proof task replacement.

Here are five tips for using ChatGPT effectively and ethically: 

1. Watch out for plagiarism: Although ChatGPT doesn’t copy and paste pre-written work, it may unintentionally use copyrighted material or produce copy closely resembling existing content. And in fields like journalism, academia, and marketing, passing off AI-generated content can tarnish your reputation or lead to disciplinary actions. Pay careful attention to company policies and client agreements to understand how they want you to ethically leverage AI. 

2. Understand its limitations: ChatGPT is a text-based model. While an AI chatbot can help with some tasks — like reading programming languages — there may be other industry-focused software that can better assist a specific challenge. Web developers might gain more valuable help from programs designed to read and check errors for Javascript, Python, and other programming languages than with language models. 

3. Be aware of biases: AI models generate responses based on their datasets, and OpenAI developed ChatGPT to predict patterns, not comprehend meaning or have opinions. It may replicate gender, racial, and cultural biases it retrieves from its dataset, so always double-check that responses reflect the appropriate language and cultural context. 

4. Ask the source: When in doubt, ask ChatGPT what information it needs to respond to a specific situation. If you’re a hiring manager that needs to reject a candidate, ask: “What details do you need from me to write a rejection letter to a job candidate for [insert position]?” You can then gather that information and feed it back to receive your prompt.

5. Try again and again: A chatbot might not give you the best answer on its first try. You can ask for adjustments to its initial response or simply ask again later.

Prompt for success

ChatGPT has become a valuable assistant for nearly every professional. And learning how to develop effective ChatGPT prompts ensures you’re ahead of the game and prepared to onboard your new virtual teammate.

Remember: accessible and high-quality AI content generators are a fairly new technology — and there’s room for improvement. They can’t replace your invaluable hard and soft skills. Let their answers guide you, leveraging their assistance to be more productive and creative.