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Chat GPT for Project and Product Managers Cheat Sheet by

ChatGPT for Project and Product Managers is a specially tailored cheat sheet for using the GPT language model, designed to streamline and improve productivity in the way managers execute their day-to-day tasks. Drawing from the powerful technology of OpenAI's GPT-4 offers a plethora of potential, use this guide to help you adapt and learn to use it for the nuanced needs of project and product management.

Some Project Management use cases

Task Planning and Scheduling
Get AI-based sugges­tions for project schedules and tasks distri­bution, based on factors like team size, project comple­xity, and deadlines.
Risk Management
Receive predictive analysis for potential risks, along with AI-driven strategies to mitigate them.
Commun­ication
Facilitate improved commun­ication within the team, and with the client, including generating concise project update summaries, drafting emails, and setting up meeting agendas.
Resource Allocation
Get AI recomm­end­ations for optimal resource distri­bution and alloca­tion, consid­ering factors like employee skill sets, task requir­ements, and availa­bility.
Docume­ntation
Leverage AI for creating reports and white papers to drafting proposals and technical requir­ements

Writing effective prompts

Be Explicit
Make your instru­ctions as clear as possible. If you're looking for a specific format, indicate that in the prompt. The more detail you provide, the better the AI can meet your requir­ements.
Specify the Desired Length
If you want a concise response, you can add phrases like "in one senten­ce" or "in a paragr­aph." For a more detailed response, specify that you'd like a longer, more compre­hensive answer.
Ask Open-ended Questions
Instead of asking yes/no questions, opt for open-ended ones. They allow the AI to provide more detailed and inform­ative responses.
Use Examples
If possible, provide examples of the kind of output you want. This helps to set the context and guide the AI's response.
Guided Prompts
For more complex tasks, break down the prompt into a series of smaller, guided prompts. This can lead to more accurate and coherent results.
Control the Tone
Indicate the tone of the response you'd like. If you want a formal response, state that in the prompt. If you want it to be casual or humorous, indicate that as well.

Creative, role-s­pecific prompts

Improvise a Stakeh­older Conver­sation
"Act as a project manager explaining to a stakeh­older why the project deadline needs to be extended, in a calm and persuasive manner."
Create a Risk Assessment
Using this context from the proposal evaluate potential risks for the software develo­pment project. List the top fifteen risks and potential mitigation strate­gies: [insert context]
Write a PBI
Based on this message from the client can you please create a PBI in the format of [your preferred format]. [Insert client corres­pon­dence]
Create a task list
Based on the project we have been discussing identify tasks that I will delegate to team members for a project kickoff meeting.
Product Feature Justif­ication
Act as a product manager convincing the client why a specific feature should be priori­tised in the product roadmap
User Feedback Interp­ret­ation
As product manager interpret this user feedback about the latest version of the system. Identify the main concerns and suggest ways to address them in our next update.
Draft a solution design document
As a product manager please analyse the following proposal docume­nta­tion, and draft a design brief that includes the following topics [Project Object­ives, Solution overview, solution artefacts, front end features, submission process, approval task workflow overview, permis­sions and groups] include any sugges­tions or ask for any inform­ation you believe would help you provide a compre­hensive solution design: [Copy and paste all relevant info from the proposal / engagement contract]
 

Some Product Management use cases

Product Roadmap
Leverage AI-powered insights for roadmap planning and priority setting.
Market Analysis
Gain a deeper unders­tanding of the market trends and compet­itive landscape using AI capabi­lities.
Customer Feedback Analysis
Use AI to analyse customer feedback, identify key sentiment trends, and prioritise feature requests.
Product Launch and Marketing Strategies
Get AI-driven sugges­tions for product launch strate­gies, marketing plans, and promot­ional content.

Example Prompts

Draft a project update email for stakeh­olders highli­ghting our progress in a positive and profes­sional tone.
Generate a risk analysis report for the software develo­pment project we have been discus­sing, with a team of 10 people, in bullet points.
Summarise the key features of our product in a one-pa­ragraph descri­ption suitable for marketing materials.
Create a roadmap for our product develo­pment for the next quarter, consid­ering our focus on user experience improv­ements.
Translate the following technical specif­ica­tions document into simple language for our non-te­chnical stakeh­olders.
NOTE: Chat GPT remembers the context of the conver­sation. If you're working on multiple projects, have multiple chat sessions - one for each project.

Remember

Remember, effective prompting is a skill that can be honed with practice and experi­men­tation. Don't be afraid to refine your prompts and iterate on them to improve the quality of the AI's responses.

Qualifiers

Words that help specify the type or nature of the response you want.
Consise
Detailed
Technical
Non-te­chnical
Formal
Informal
Humourous
Serious
Positive
Negative
Neutral
Persuasive
Analytical
Creative

Contextual Indicators

Words or phrases that provide context or establish the setting.
As a project manager
From a product management perspe­ctive
In the context of a SharePoint develo­pment project
Consid­ering market trends in [industry]
Based on user feedback
Keeping our discussed roadmap in mind

Prompt best practices

Act as
Give ChatGPT an identity (“act as…”) and an intended audience.
Context
Offer and give specific context.
Relevant info
Include helpful and relevant inform­ation upfront.
Include
Highlight what inform­ation to include.
Exclude
Highlight what inform­ation to exclude.
Tone
Choose a relevant tone of voice and writing style.
Length
Include the length you would like (e.g. under 280 characters for Twitter).
Simplify
Ask chat GPT to simplify long text outputs
Suggest a structure
Guide ChatGPT’s output by providing the format of the output text you’d like
 

The best coworker you've ever had

This platform is more than just a virtual assistant; it's a valuable addition to any project or product manager's toolkit. It's designed to not only reduce manual work and improve efficiency but also to provide data-d­riven insights that enhance decisi­on-­making capabi­lities. By bridging the gap between AI and manage­ment, this solution ushers in a new era of smart, efficient, and effective project and product manage­ment.

Docume­ntation

Generating Drafts
One of the key ways ChatGPT can assist is by producing drafts of various types of documents, such as project plans, status reports, risk assess­ments, product specif­ica­tions, and more. Based on the input given, it can generate a detailed, well-s­tru­ctured draft that you can iterate with Chat GPT to be further refined.
Editing and Proofr­eading
ChatGPT can also be used to review and proofread documents. It can spot gramma­tical errors, suggest improv­ements in phrasing, and ensure that the document is clear and concise.
Standa­rdising Docume­ntation
Consis­tency is key in project and product docume­nta­tion. ChatGPT can help maintain a consistent tone, style, and format across all docume­nta­tion, enhancing the profes­sio­nalism and readab­ility of these documents.
Creating Templates
To streamline the docume­ntation process, ChatGPT can create custom­izable document templates. These can include project status report templates, risk assessment templates, and more.
Extracting Key Inform­ation
ChatGPT can parse through lengthy documents and extract key points or summarise the contents. This could be partic­ularly useful when dealing with lengthy technical requir­ements or extensive market research reports.
Transl­ation
If your team is global, ChatGPT can help translate documents to facilitate better unders­tanding across different languages, thus breaking language barriers and ensuring smoother commun­ica­tion.
Project and Product Managers often deal with an array of docume­ntation tasks, from creating reports and white papers to drafting proposals and technical requir­ements. ChatGPT can help in these areas.

Check chat GPTs work

While it may be tempting to copy ChatGPT’s answers directly, it’s always worth double­-ch­ecking for accuracy, reliab­ility, and overall cohesi­veness. Sometimes it gets things wrong, sometimes it makes things up.

Directives

Words that direct the AI to take specific actions or follow particular formats.
List
Describe
Explain
Compare
Contrast
Generate
Summarise
Translate
Draft
Suggest
Analyse
Assess
Calculate
Define
Describe
Determine
Develop
Evaluate
Explore
Identify
Use examples
Plan
Interpret
Invest­igate
Justify
Measure
Predict
Prioritise
Recommend
Report
Review
Validate
Simulate
Prototype
Benchmark
Forecast
Estimate
Strategise
Align
Collab­orate
Coordinate
Delegate
Facilitate
Integrate
Make this easier
Simplify
Negotiate
Organise
Standa­rdise
Monitor
Track
Optimise
Streamline
Iterate
Remember, each directive can be leveraged in a wide variety of contexts within project and product manage­ment, so feel free to mix and match based on your specific needs.
                   
 

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  • Published: 13th June, 2023
  • Rated: 0 out of 5 stars based on 2 ratings

Comments

Dear Natalie,
thank you very much for this Cheat Sheet, i love it!
BR Seven

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