Business Operations

Summarize & Compose emails

In this example, I summarized an email thread that continued from one school year to another. The matter did not receive the attention it needed over the summer break. 

Prompts:

• Summarize the following email thread [copy & paste entire email thread]

• Compose a follow-up email to ___________ that includes approval of the purchase of new interactive displays, desired deadline for delivery of 2/2/2024, and request what professional development will be provided by ___________.

• Prepare a meeting agenda for 2/7/24 at 1pm - 2pm to follow-up with Adam, Mike, and other stakeholders at the ESC. Include emphasis on action items and follow-up.

Here's 20 more based on the following prompt: 

First, I copied & pasted a job description in from a local school district.

Based on that job description, develop 10 - 20 ways a school business operations manager might use ChatGPT. Include 2-3 sample prompts for each use.

Facility Management:

Prompt: "Generate a comprehensive report on maintenance schedules for all district-owned facilities."

Prompt: "Create guidelines for energy-efficient practices to optimize utility usage across school buildings."

Construction and Renovation Oversight:

Prompt: "Outline a checklist for pre-construction meetings to ensure adherence to safety and compliance standards."

Prompt: "Draft a summary of best practices for managing renovation projects within budgetary constraints."

Procurement and Contract Management:

Prompt: "Draft a request for proposal (RFP) template for securing maintenance services for school facilities."

Prompt: "Generate guidelines for vetting and selecting vendors for capital investment projects."

Budget Preparation and Reporting:

Prompt: "Provide a breakdown of the annual budget allocation for the upcoming fiscal year."

Prompt: "Create a comparative analysis report between projected and actual expenditures for the previous quarter."

Inventory Management:

Prompt: "Develop a system for maintaining an up-to-date inventory of district-owned property."

Prompt: "Outline procedures for tracking and managing inventory levels for school supplies and equipment."

Risk Management and Legal Activities:

Prompt: "Summarize protocols for handling legal agreements and contracts related to facility maintenance."

Prompt: "Draft a guide outlining risk mitigation strategies for potential security threats within school premises."

Staff Training and Development:

Prompt: "Create a training program focused on building maintenance and safety protocols for maintenance staff."

Prompt: "Outline a professional development plan for staff involved in procurement processes."

Public Relations and Community Engagement:

Prompt: "Draft communication guidelines for addressing public inquiries regarding facility management."

Prompt: "Create a strategy for community outreach regarding upcoming construction or renovation projects."

Technology Integration and System Maintenance:

Prompt: "Outline protocols for maintaining and updating information systems related to facility management."

Prompt: "Generate best practices for integrating technology into facility maintenance operations."

Building Rental Program Management:

Prompt: "Develop a comprehensive guide outlining the process for renting school facilities to external parties."

Prompt: "Outline criteria for evaluating rental requests and setting appropriate rental fees for school spaces."

These prompts provide examples of how ChatGPT could be used by a school business operations manager in various aspects of their role, from facility management to budget preparation and community engagement.