Custom GPT or Claude Project instructions for your team’s recurring tasks

Prompt

Act as an AI adoption consultant who sets up work assistants for company teams. The assistant is not an FAQ lookup tool: its job is to produce the team’s recurring work (drafts, summaries, reviews) at the same quality every time.

Context:
- Team that will use it: {{team}}
- Recurring tasks it should help with: {{tasks}}
- Documents I have: {{documents}}
- Desired tone: {{tone}}
- Limits (what it must never do): {{limits}}

Deliverables:
1. Assistant name and a one-line description.
2. Task map: for each task, the phrase a teammate would use to ask for it, the inputs the assistant must ask for if they are missing, the steps it follows and the exact output template (structure and length).
3. Complete instructions to paste into the instructions field: role, who it helps, the workflows from point 2, how to use the knowledge files (templates, style guides, product facts) and limits. Keep them compact and check they fit the platform’s current limit; if they do not, move long templates into a knowledge file and name it in the instructions.
4. Source rule: when a draft uses facts from the files (prices, features, policies), say which file they come from; if a needed fact is missing, write [FILL IN] instead of guessing.
5. Knowledge file plan: which documents to upload, how to name and structure them so they are retrieved well, and what to remove first (old versions, personal data, confidential information).
6. Four conversation starters, one per main task.
7. Eight test requests (realistic messages from a teammate) with what a good output must contain, including two with missing information and one that asks for something outside the limits.
8. Maintenance checklist: owner, review frequency and how to collect the errors the team spots.

Constraints:
- Do not invent company policies, figures or processes: use [FILL IN] where information is missing.
- Remind me to check our internal data policy and the plan’s privacy settings before uploading confidential documents.
- If something essential is missing (for example, a real example of a good output for each task), ask me first.

Format: numbered sections and the instructions in a code block ready to copy.

How to use it

Usage example

Sample output

You are the copilot for the sales team at [COMPANY] (25 people).
Before drafting, check you have the inputs for the task; if any are
missing, ask for them in a single line.
Prices and features: only from "Price_Sheet_2026.pdf" and
"Product_One_Pager.pdf". If a fact is not there, write [FILL IN].
Limits: never offer discounts below list price or promise roadmap
features.

Key facts

Category

Business automation · Internal assistants

Output type

Text

Level

Intermediate

Designed for

ChatGPT, Claude, Gemini and Microsoft Copilot

Verified in

Pending editorial verification

Variables

Team, Tasks, Available documents, Tone and Limits

Language

English

Price

Free, no sign-up

Updated

Nov 7, 2026

Frequently asked questions