ChatGPT prompt for time management

I need a time-management plan for [PERSON OR TEAM] covering [PLANNING PERIOD]. Build it from the work, deadlines, and constraints below; do not assume people can work overtime or invent available time.

Inputs
- Work and deadlines: [WORK AND DEADLINES]
- Capacity and calendars: [CAPACITY AND CALENDAR]
- Goals and priority rules: [GOALS AND PRIORITY RULES]
- Dependencies, risks, and non-negotiables: [DEPENDENCIES AND CONSTRAINTS]

First, identify the 3–5 outcomes that matter most in this period. Classify every item as must do, should do, could do, or defer, using the priority rules. Estimate effort only when my input provides enough basis; otherwise label the estimate as unknown and state what is needed. Account for meetings, focused-work blocks, handoffs, review time, and a reasonable buffer for interruptions.

Produce:
1. A short priority decision record explaining what is protected, deferred, delegated, or needs a scope decision.
2. A calendar-ready plan by person and day, with time blocks, owner, expected output, and the next dependency.
3. A workload table showing planned hours versus usable capacity. Flag any overload, single point of failure, or deadline that depends on an unconfirmed assumption.
4. A daily 10-minute check-in agenda and a Friday review that tests completed outcomes rather than activity.
5. Three specific tradeoffs to make if capacity drops by 20%.

Keep the plan operational: use named deliverables, not vague tasks such as “work on project.” Do not schedule private calendar details or infer medical, caregiving, or personal obligations from gaps.

Before answering, check that no person exceeds the usable capacity supplied and that every must-do deadline has an owner and next action. Ask up to 3 clarifying questions only if a required input is missing.

Create a weekly plan for me for [DATES]. My commitments are [FIXED COMMITMENTS], my tasks are [TASKS WITH DEADLINES], and my top outcomes are [TOP OUTCOMES]. Allocate realistic focus blocks, administration time, and a 15% interruption buffer. Return a daily schedule, a ranked task list, and a defer list. Explain conflicts between deadlines and capacity. Do not assume evenings or weekends are available. Check that no day exceeds [DAILY AVAILABLE HOURS], and ask up to 3 questions only if a required input is absent.

Build a recovery plan for [PROJECT] after [CAUSE OF DELAY]. The remaining deliverables and dates are [REMAINING WORK], available people and hours are [CAPACITY], and dependencies are [DEPENDENCIES]. Return a critical-path table, a two-week schedule by owner, risks needing escalation, and the smallest scope cuts that protect [NON-NEGOTIABLE OUTCOME]. Separate confirmed facts from assumptions. Check that every critical-path task has one owner and that the proposed plan fits stated capacity. Ask up to 3 questions only if needed inputs are missing.

Audit this team’s recurring meetings: [MEETING LIST]. The team’s essential decisions and collaboration needs are [DECISIONS AND NEEDS], and our current delivery problems are [DELIVERY PROBLEMS]. Recommend keep, shorten, combine, convert to async, or cancel for each meeting. Produce a revised weekly meeting map, agendas for meetings kept, and async templates for work moved out of meetings. Preserve required stakeholder decisions and do not invent attendance data. Check that each retained meeting has a decision, owner, and expected output. Ask up to 3 questions only if a required input is missing.