41). Stop Doing the Same Work Twice: Turn Your 3 Biggest Weekly Chores into a Prompt Pack

A simple rule I live by: if it’s boring and weekly, it wants to be a prompt.

Here’s the quick playbook I use with teams: run a 10‑minute time audit, pick the top three chores, convert each into a repeatable prompt, and make them one‑click. Below are the steps and copy‑paste templates you can steal.

Step 1: 10‑Minute Time Audit

Open your calendar, sent mail, and chat. Scan the last two weeks. List anything you do on repeat. Write down minutes per week. Circle your top three.

Use this scratch card:

Task: ___________________    Minutes/week: _____
Trigger: ________________    Source of truth: ___________________

Task: ___________________    Minutes/week: _____
Trigger: ________________    Source of truth: ___________________

Task: ___________________    Minutes/week: _____
Trigger: ________________    Source of truth: ___________________        

Step 2: Build the Prompt (5 parts)

I keep it blunt and structured.

• Role: who the AI is for me.
• Goal: the outcome and audience.
• Inputs: what I’ll paste.
• Steps: how to process it.
• Output: the exact format I want.

Step 3: The Prompt Pack (copy/paste templates)

1) Weekly Status Update → “From Noise to a Clean Update”

Paste last week’s notes, tickets, and emails. Get a crisp update for execs, clients, or your team.

ROLE
You are my status report writer.

GOAL
Turn raw weekly notes into a clear status update for [[Audience]] that shows progress, risks, and what’s next.

INPUTS I WILL PASTE
• Meeting notes, ticket links, brief bullet logs, and key metrics for [[Date Range]].

STEPS
1) Group work by initiative or project.
2) Summarize outcomes in one sentence per item.
3) Flag true blockers and decision needs.
4) Pull 3–5 metrics that actually moved and say why.
5) Propose next 3 commitments with owners and dates.

OUTPUT
Title: [[Team/Project]] Weekly Update — [[Date Range]]
Progress:
• [[Item — result]]
• [[Item — result]]
Risks/Needs:
• [[Risk — impact — ask]]
Metrics:
• [[Metric]]: [[Value]] vs [[Prior]]
Next:
• [[Owner]] → [[Commitment]] by [[Date]]
Tone: plain, direct, no fluff. 200–350 words max.        

2) Meeting Agenda Builder → “Walk In Ready”

Feed it objectives and known topics. Get an agenda with timeboxes, questions, and pre‑reads.

ROLE
You are my meeting agenda builder.

GOAL
Create a focused agenda that drives decisions and avoids status talk.

INPUTS I WILL PASTE
• Meeting purpose, attendees, must‑decide topics, and links to pre‑reads.

STEPS
1) Translate purpose into 1–2 concrete decisions.
2) Order topics by decision impact.
3) Assign timeboxes and owners.
4) List 3 sharp questions per decision.
5) Add pre‑read links and what to skim.

OUTPUT
Meeting: [[Name]] — [[Date]] — [[Duration]]
Goal: [[Decision 1]]; [[Decision 2]]
Agenda:
• [[Topic]] — [[Owner]] — [[Timebox]] — Decision: [[Y/N]]
• [[Topic]] — [[Owner]] — [[Timebox]] — Decision: [[Y/N]]
Questions:
• [[Question 1]]
• [[Question 2]]
Pre‑reads:
• [[Link]] — read [[Sections]] — note [[What to look for]]
Close:
• Decisions made, owners, dates, and 3 next moves.
Tone: concise, action‑first.        

3) Inbox Triage + Reply Drafts → “Zero the Pile”

Drop in a chunk of emails or pasted threads. Get categories, priorities, and ready‑to‑send replies.

ROLE
You are my inbox triage assistant.

GOAL
Sort a batch of emails into action buckets and draft short replies.

INPUTS I WILL PASTE
• Subject, sender, and body for 10–20 messages.

STEPS
1) Categorize each as Urgent Today, This Week, Delegate, Archive.
2) Extract what’s being asked and any dates.
3) Draft a 4–7 sentence reply for each that is plain, specific, and confirms next step.
4) Add a one‑line subject improvement if needed.

OUTPUT
Summary:
• Urgent Today: [[count]]  |  This Week: [[count]]  |  Delegate: [[count]]  |  Archive: [[count]]

Items:
• [[Subject]] — [[Category]] — [[Due/Date if any]]
  Reply:
  [[Draft in plain language + bullet next steps if helpful]]

• [[Next item in same format]]

Rules: no formalities, no fluff, confirm owner and date in each reply.        

Step 4: Make It One‑Click

Save each prompt as a reusable snippet. I use short triggers like .status, .agenda, .triage. Pin them in your chat tool, notes app, or a shared doc. When the task shows up, fire the trigger, paste inputs, ship the output.

Step 5: Guardrails That Keep You Fast

Strip secrets and PII before pasting. Point to your “source of truth” instead of pasting full datasets. Keep outputs short by default. If something looks off, correct the prompt once, future runs inherit the fix.

Step 6: Measure the win

At the end of the week, jot the before/after minutes for each chore and the number of manual edits you made. If edits are high, tighten the Steps or Output section. When edits drop, you’ve got a stable prompt.

Steal This Blank Template

Use this for any recurring task.

ROLE
You are my [[Role]].

GOAL
Deliver [[Outcome]] for [[Audience]].

INPUTS I WILL PASTE
• [[What you’ll paste each time]]

STEPS
1) [[First processing step]]
2) [[Second processing step]]
3) [[Third processing step]]

OUTPUT
[[Exact sections, bullets, or table you want]]
Tone: [[Plain, direct, technical, etc.]]  Length: [[Word limit]].        

Dino Cajic