ChatGPT for Operations: Work Smarter, Not Harder
Operations teams are responsible for making organisations run smoothly. This means extensive documentation, process design, vendor coordination, and performance reporting — all tasks where ChatGPT can save significant time.
Process Documentation
Standard Operating Procedures
Operations teams create and maintain dozens of SOPs. ChatGPT can draft these quickly.
Example prompt:
Write an SOP for warehouse receiving procedures. Include: pre-arrival preparation, delivery inspection checklist, quantity verification, quality checks, system entry, storage allocation, and exception handling for damaged goods. Format as numbered steps with responsible roles.
Process Maps
Generate textual process descriptions that can be converted to flowcharts.
Example prompt:
Describe the purchase order approval process for a company with these approval levels: below RM5,000 (manager), RM5,000-RM25,000 (director), above RM25,000 (VP + finance). Include: request initiation, documentation requirements, approval routing, rejection handling, and PO issuance.
Work Instructions
Create detailed task-level instructions for operational staff.
Example prompt:
Write detailed work instructions for conducting a monthly inventory count. Include: preparation steps, counting methodology (ABC analysis), recording procedures, reconciliation with system, handling discrepancies, and sign-off requirements.
Vendor Management
RFP Drafting
Create Request for Proposal documents faster.
Example prompt:
Draft an RFP for office cleaning services for a 3-floor office building in Kuala Lumpur. Include: scope of services, schedule requirements, quality standards, pricing structure request, evaluation criteria, and submission guidelines. The contract term is 2 years.
Vendor Evaluation
Structure vendor comparison analysis.
Example prompt:
Create a vendor evaluation scorecard for comparing 3 logistics providers. Criteria should include: pricing (30%), service reliability (25%), coverage area (20%), technology/tracking capabilities (15%), and sustainability practices (10%). Include a scoring guide for each criterion.
Contract Review Support
Identify key terms and potential issues in vendor contracts.
Example prompt:
Review these key terms from a proposed vendor contract and flag potential concerns for our operations team: [paste key clauses]. Focus on: liability limitations, termination clauses, SLA commitments, price escalation terms, and force majeure provisions.
Operational Reporting
KPI Dashboards
Design KPI frameworks for operational performance.
Example prompt:
Design a monthly operations KPI dashboard for a logistics company. Include 15-20 KPIs grouped by: delivery performance, warehouse efficiency, fleet utilisation, customer satisfaction, and cost management. For each KPI, specify: definition, target, data source, and frequency.
Incident Reports
Draft incident and root cause analysis reports.
Example prompt:
Write an incident report for a warehouse safety incident where a forklift collision damaged inventory worth RM45,000. Use the following structure: incident summary, timeline of events, root cause analysis (5 Whys), immediate actions taken, and corrective/preventive actions.
Operational Reviews
Prepare monthly operational review presentations.
Example prompt:
Create an outline for a monthly operations review presentation. Cover: executive summary, key metrics vs targets, notable achievements, operational challenges, risk register updates, upcoming priorities, and resource requirements. Include suggested data points for each section.
Continuous Improvement
Process Improvement Ideas
Brainstorm improvement opportunities.
Example prompt:
We are running a continuous improvement workshop for our warehouse operations. Generate 10 process improvement ideas using Lean principles. Focus on: reducing waste, improving cycle times, enhancing quality, and optimising space utilisation. For each idea, estimate the effort (low/medium/high) and impact.
Change Management Communications
Draft communications for operational changes.
Example prompt:
Write an internal announcement about a new inventory management system going live next month. Cover: what is changing, why (benefits), training schedule, support during transition, and who to contact for questions. Tone: positive and reassuring.
Impact on Operations Productivity
| Task | Traditional | With ChatGPT | Saving |
|---|---|---|---|
| SOP writing | 4-6 hours | 1-2 hours | 65% |
| RFP drafting | 1-2 days | 3-4 hours | 70% |
| Incident reports | 2-3 hours | 45 min | 70% |
| KPI framework design | Full day | 2-3 hours | 65% |
| Monthly review prep | 4-6 hours | 1-2 hours | 70% |
Related Reading
- Prompt Engineering for Operations — Advanced prompting for process documentation and analysis
- ChatGPT Approved Use Cases — A framework for evaluating which tasks are appropriate for ChatGPT
- AI Training for Non-Technical Employees — Practical AI skills for operations teams
Frequently Asked Questions
Operations teams use ChatGPT for: writing SOPs and work instructions, drafting RFPs and vendor evaluations, creating incident reports, designing KPI frameworks, preparing operational reviews, and generating continuous improvement ideas. The biggest time savings come from documentation tasks.
Yes. ChatGPT can brainstorm process improvement ideas using Lean, Six Sigma, or other methodologies. It can also help document current-state processes, identify potential bottlenecks, and draft change management communications. However, actual process changes should be validated by experienced operations professionals.
ChatGPT is useful for supply chain documentation, vendor communication, and analysis support. It can draft RFPs, create vendor scorecards, write SOPs for logistics processes, and summarise market research. For actual supply chain optimisation calculations, specialised tools are more appropriate.