50 Prompts Every Manager Should Have
This library contains 50 ready-to-use prompts organised by management task. Copy, customise with your specific details, and use immediately.
Team Management (10 Prompts)
1. One-on-One Meeting Preparation
Prepare a one-on-one meeting agenda for a team member who has been underperforming on [specific area]. Include: opening (build rapport), review of current performance vs expectations, collaborative problem-solving questions, and agreed next steps. Tone: supportive and constructive.
2. Team Meeting Agenda
Create a 45-minute team meeting agenda covering: [topic 1], [topic 2], [topic 3]. For each topic, specify: time allocation, discussion format (update/decision/brainstorm), preparation required, and expected outcome.
3. Performance Feedback
Draft constructive feedback for a team member. Situation: [describe]. Use the SBI model: Situation, Behaviour, Impact. Include: what was done well, what needs improvement, and specific suggestions. Maximum 200 words.
4. Team Capacity Planning
My team has [X] people with these roles: [list]. We have these projects coming: [list with deadlines]. Assess: is our capacity sufficient? Where are the bottlenecks? What should we prioritise? Suggest a resource allocation.
5. New Hire Onboarding Plan
Create a 30-60-90 day onboarding plan for a new [role] joining my team. Week 1-2: orientation. Month 1: learning. Month 2: contributing. Month 3: independent. For each phase: goals, key activities, people to meet, and success measures.
6. Delegation Framework
I need to delegate [task/project] to [team member]. Create a delegation brief covering: objective, scope, authority level, resources available, timeline, check-in points, and success criteria. Tone: empowering but clear.
7. Conflict Resolution Script
Two team members have a conflict about [describe]. Draft a mediation conversation script: opening (set ground rules), each person's perspective (active listening prompts), finding common ground, and agreeing on a solution. Tone: neutral and fair.
8. Team Skills Assessment
Create a skills matrix for my [department] team. Skills to assess: [list 8-10]. For each team member, rate: Expert / Proficient / Developing / Gap. Suggest: training priorities and cross-training opportunities.
9. Remote Team Engagement
Suggest 10 team engagement activities for a remote/hybrid team of [X] people across [locations]. Mix of: virtual social (3), professional development (3), recognition (2), and team building (2). Budget: [amount].
10. Team OKR Setting
Help me set OKRs (Objectives and Key Results) for my team for Q[X]. Our department goal is: [describe]. Create 3 objectives with 3-4 key results each. Key results must be measurable. Include a stretch goal for each objective.
Reporting and Analysis (10 Prompts)
11. Weekly Status Report
Write a weekly status report for my manager. Format: Summary (3 bullets), Progress (tasks completed), Blockers (issues needing help), Plan (next week priorities). Data: [paste notes].
12. Monthly Business Review
Create a monthly business review presentation outline. Key metrics: [list]. Highlights: [list]. Challenges: [list]. Request format: 8-10 slides with recommended data visualisations.
13. Data Interpretation
Explain these metrics to a non-technical audience: [paste data]. What story does this data tell? What should we be concerned about? What actions should we take?
14. Project Status Summary
Summarise the status of these 5 projects in a table: Project | Status (🟢🟡🔴) | % Complete | Key Risk | Next Milestone. Data: [paste project notes].
15. Budget Variance Explanation
Explain this budget variance to my finance team: [actual vs budget]. Provide: likely cause, whether it is one-time or recurring, and recommended action.
Planning and Strategy (10 Prompts)
16. Project Kickoff Document
Create a project kickoff document for [project]. Include: background, objectives, scope, team roles, timeline, risks, and success criteria. Maximum 2 pages.
17. Quarterly Planning
Help me plan Q[X] for my team. Last quarter we achieved: [results]. This quarter our company priority is: [priority]. Suggest: 5 team objectives, resource allocation, and key milestones.
18. Risk Assessment
Assess the risks of [initiative]. List 8-10 risks with: description, likelihood (1-5), impact (1-5), risk score, and mitigation strategy. Sort by risk score.
19. Process Improvement
Analyse this process and suggest improvements: [describe current process]. Identify: waste, bottlenecks, and automation opportunities. For each suggestion, estimate: effort and impact.
20. Vendor Evaluation
Compare these [X] vendors for [service]. Criteria: [list with weights]. For each vendor, score 1-5 per criterion. Provide overall recommendation.
Communication (10 Prompts)
21. Difficult Conversation Preparation
I need to have a conversation with [person/role] about [topic]. Help me prepare: key points to make, anticipated objections, responses to each objection, and desired outcome.
22. Executive Summary
Summarise this [report/proposal/analysis] for an executive audience. Maximum 250 words. Focus on: the key finding, business impact, and recommended action. Assume the reader has 2 minutes.
23. Change Announcement
Draft an announcement about [change] for my team. Cover: what is changing, why, when, how it affects them, support available, and who to contact with questions.
24. Presentation Outline
Create a 15-minute presentation on [topic] for [audience]. Include: opening hook, 3 main points with supporting evidence, and a strong closing with clear CTA.
25. Email Response to Escalation
Draft a professional response to this escalation: [describe]. Acknowledge the issue, take responsibility where appropriate, provide a resolution plan, and set expectations for follow-up.
Decision-Making (10 Prompts)
26-30 — Decision Frameworks
[Available in the full library — covering: cost-benefit analysis, decision matrix, scenario planning, stakeholder impact analysis, and reversibility assessment]
Productivity (10 Prompts)
31-40 — Personal Productivity
[Available in the full library — covering: meeting summarisation, email triage, time audit, priority matrix, task batching, standard response templates, weekly planning, focus block scheduling, delegation checklist, and end-of-week review]
Professional Development (10 Prompts)
41-50 — Growth and Learning
[Available in the full library — covering: development plan creation, mentoring conversation prep, career path mapping, skill gap analysis, industry trend research, book/article summaries, networking outreach, thought leadership content, conference preparation, and annual self-review]
How to Use This Library
- Bookmark this page for quick reference
- Copy the prompt that matches your need
- Customise with your specific details (replace [brackets])
- Iterate on the output — refine 2-3 times for best results
- Save your best versions to build your personal prompt library
Related Reading
- AI Training for Managers — Full AI training programme for team leaders
- Prompt Engineering for Leaders — Advanced prompting skills for leadership tasks
- Prompt Library for HR — Complementary prompts for HR-related management tasks
Frequently Asked Questions
The most-used manager prompts are: weekly status reports, meeting agenda creation, performance feedback drafting, executive summaries, and project kickoff documents. These are high-frequency tasks where AI saves 30-60 minutes each time.
Replace all [bracketed] sections with your specific details. Add context about your industry, company size, and audience. Specify the tone you need. After the first output, iterate: "make it more concise," "add data points," or "change the tone to more formal."
Yes. The most effective approach is to create a shared prompt library (in Google Docs, Notion, or SharePoint) where team members can access, customise, and contribute their own proven prompts. This builds collective AI capability across your team.