50 Practical ChatGPT Prompts for Project Management
50 real-world prompts project managers can benefit from
The best way to make the most of ChatGPT is to improve your prompt-writing skills. Unless you’re clear with what response you’re looking for, you’ll probably struggle to get the information you need.
It’s also important to understand the endless possibilities for integrating ChatGPT into your day-to-day workflows. The platform can do a lot — you just need to think big enough.
That’s why we’ve compiled this list of 50 ChatGPT prompts you can use based on the industry you work in. Let’s get started.
General project management ChatGPT prompts
Project management is used to streamline workflows and improve outcomes across industries. As such, there are a number of ChatGPT prompts that you can use for general project management regardless of your project scope.
1. Generating project status reports
Unsure what metrics to include in your project status reports? ChatGPT can help you decide what’s relevant and even provide you with a reporting template so all you’ll need to do is fill in your relevant project data. Here is an example:
"Generate a project status report template that includes the key components project managers should track and report on."
2. Creating a checklist of essential tasks
It can be difficult to know if you’ve completed all of the necessary tasks when there’s already so much on your plate. Having ChatGPT provide you with a task checklist is a great way to ensure you’re not missing anything.
"Provide a checklist of essential tasks to consider when initiating a new project, including key stakeholders, budgeting, and resource allocation."
3. Developing a risk assessment framework
A quality project risk assessment involves looking at all potential issues that might impact your project, determining the likelihood that they’ll occur, and mitigating them whenever possible. It’s easy to lose sight of what counts as a plausible risk sometimes, which is why relying on ChatGPT for a risk assessment framework might prove beneficial.
"Help me create a risk assessment framework for identifying and managing potential risks throughout the project lifecycle."
4. Creating strategies for improving team collaboration
Accountability can be a major problem for teams, leaving many project managers scrambling to find ways to improve collaboration. This is particularly useful for teams working remotely since it can be difficult to foster meaningful social connections when physically apart, especially during onboarding.
"Suggest effective strategies for improving team collaboration and communication in a virtual work environment."
5. Generating a project timeline
Project timelines lay the foundation of your project phases, which is why it’s crucial to have a strong timeline in place right from the get-go. ChatGPT can help with this.
For instance, using the prompt below, you’ll be given a breakdown of the timeline phases to include — complete with a description, milestones, and dependencies. Of course, you can always include more context on your project scope in order to receive a more tailored response.
"Generate a project timeline template with milestones and dependencies that can be easily customized for different projects."
6. Developing a change management plan
Change management refers to analyzing project activities that are prone to change and having a plan of action so things go smoothly, should a change occur. This is similar to contingency planning, as these types of plans lay out the exact course of action to take if a risk materializes.
Scope creep is a common cause that often requires a change management plan as well. You can better prepare for this by providing ChatGPT with more context on your scope changes. The below is a good example of a starting prompt to use for this purpose.
"Assist in developing a change management plan to effectively handle project scope changes and minimize disruption."
7. Compiling tips and best practices for project meetings
Projects require a lot of meetings, both internal ones with your team or project management office and external ones with stakeholders or the client. ChatGPT might be able to help you restructure your meeting agenda, and identify changes you can make so these meetings are more productive.
"Provide tips and best practices for conducting productive project meetings, including setting agendas, facilitating discussions, and capturing action items."
8. Building templates for kickoff meeting agendas
You want your kickoff meeting to go as smoothly as possible since it’ll help ensure that everyone is on the same page regarding the project scope and the work to be done. With the below ChatGPT prompt, you can identify ways to improve your meeting agendas.
"Generate a template for a project kickoff meeting agenda, outlining the key topics to cover to ensure a successful project start."
9. Creating project budget templates
Budgeting is a learned skill and one that can be difficult for project managers who are new to the field. There are so many different budgeting strategies you can adopt (e.g. top-down or bottom-up budgeting), which can make it difficult to pick the one that suits your needs best.
Using ChatGPT as a starting point in your budgeting process can ensure that you’re all set up to track your metrics correctly. For example:
"Help me create a top-down project budget template that includes categories for various cost elements, such as personnel, equipment, and contingencies."
10. Developing strategies for managing multiple projects
If you’ve ever felt yourself struggling to juggle many different projects at once, ChatGPT can equip you with strategies to use for improving your prioritization and resource allocation abilities — both of which are crucial skills for project managers to have.
"Suggest strategies for managing multiple projects simultaneously, including prioritization techniques, resource allocation, and coordination."
ChatGPT prompts for marketing project management
Most marketing teams engage in project management whether they realize it or not. This is because most marketing campaigns are constrained by a set timeline and budget — just like projects are.
Here’s a look at a few ways you can utilize ChatGPT to improve your marketing project management.
1. Crafting project timeline templates
Although the timeline creation process isn’t significantly different across industries, tailoring your ChatGPT prompts to the needs of a marketing project will prove most useful.
For example, your marketing projects might need to involve more time spent on design work, copywriting, and overall content planning than a project centered around a product launch would.
"Create a project timeline template suitable for a marketing campaign, including key milestones and deadlines."
2. Generating a list of essential tasks
Marketing tasks can widely vary, especially depending on the nature of the marketing campaign or project. Asking ChatGPT for assistance in creating and prioritizing marketing tasks will help create team OKRs and conduct A/B testing when appropriate.
"Generate a checklist of essential tasks to consider when launching a new marketing campaign."
3. Brainstorming social media content ideas
Integrated marketing campaigns — in other words, those involving a cross-channel strategy — often incorporate social media in order to better disseminate their message. However, coming up with content ideas that are engaging can be difficult without a little extra assistance.
"Brainstorm creative ideas for a social media contest to engage our target audience."
In the above prompt, instead of vaguely asking about your target audience, you can define it by including the specific demographic for additional context. For example, it can look like:
“Brainstorm creative ideas for a social media contest to engage our target audience of young women ages 18-24”
Once you get a response, you can always go a step further and elaborate more on your prompts in order to get a better-tailored response. Example:
“Based on the above, pick a few ideas that will best perform on Instagram and why.”
4. Compiling tips for optimizing email marketing campaigns
Email marketing takes a lot of testing and trial and error. ChatGPT might give you some ideas on ways to improve your open and click-through rates.
"Provide tips for optimizing email marketing campaigns to increase open rates and click-through rates."
5. Measuring ROI on digital marketing campaigns
ROI is your project’s return on investment. In other words, the amount that you profit after you account for your project costs. If you provide ChatGPT with specific numbers on your project financials, it’ll even be able to do these calculations for you, in addition to providing you with ways to measure project profitability and ROI effectively.
"Suggest strategies to effectively measure the ROI (Return on Investment) of our digital marketing efforts."
Also read: 8 Tips to Maximize & Increase Project Profits
6. Creating dashboard templates to track campaign progress
Data collection is an important part of tracking the success of any project, and ChatGPT can help you determine which metrics to track and design a dashboard for you to input the appropriate data accordingly.
"Create a project management dashboard template that can be used to track the progress of multiple marketing projects."
7. Developing a compelling elevator pitch
Marketing is all about messaging, and oftentimes, you need to be able to get your message across in a clear and concise way.
A 30-second to 1-minute pitch of a product or idea is usually known as an elevator pitch, and an AI tool like ChatGPT can help you quickly come up with one quickly.
"Help me draft a compelling elevator pitch for a new product or service we're launching."
8. Identifying new marketing channels
Marketers have dozens of potential channels at their fingertips, the question is just which one to use. Especially when dealing with a unique target audience, you may want to see if ChatGPT can provide any new ideas.
"Generate a list of potential marketing channels to explore for reaching a niche market segment."
9. Leveraging influencer marketing
Influencer marketing needs to be done well in order to be effective. Tailoring prompts based on the outcomes you’re looking for — whether that’s sales or simple brand awareness — will help ChatGPT provide suggestions that are actually impactful for your campaign.
"Provide insights on how to leverage influencer marketing to boost brand awareness and reach."
10. Pinpointing best practices for market research
Market research is a big part of developing new marketing strategies that are best suited for your target audience. The below prompt can help you develop a market research process of your own.
“Share best practices for conducting effective market research to gather insights and understand consumer behavior.”
Looking for more prompts? Don't forget to check out our other blog post with 70 ChatGPT prompts for marketing teams.
ChatGPT prompts for email campaign management
Email marketing is a popular way to reach your target audience by offering them access to a promotion or simply providing them with helpful information in the form of a newsletter.
Email campaign management definitely comes with challenges though, as most people’s inboxes are filled with clutter, which can make it hard to cut through all of the noise. Below you’ll find 10 ChatGPT prompts to help you launch a successful email campaign.
1. Determining ways to manage client expectations
Both clients and project managers want the best for their projects, but often, clients have unrealistic expectations for how projects will play out. ChatGPT can help you develop strategies to ensure everyone is on the same page.
"As a project manager, how can I effectively manage client expectations while running email campaigns?"
2. Crafting strategies to re-engage inactive email subscribers
Sometimes the same old strategies you’ve been using can grow stale — see below for a look at how the following prompt can result in some new ideas to bring to life.
"How can I re-engage inactive subscribers on my email list?"
3. Writing copy for promotional emails
Writing a first draft of promotional emails can be time-consuming, which is why you might want to speed up the process using ChatGPT. If you’re specific enough, you might even get copy that only requires minimal edits.
"Write a compelling body copy for a new product launch promotional email with the subject line: [Insert subject line]. This email copy should contain up to [insert the number of words], and written with [insert your preferred tone such as funny, friendly, etc] tone."
4. Identifying strategies for optimizing email messaging
Project managers who work in email marketing put a lot of time and effort into getting their messaging right for a particular audience. It’s crucial that those emails are received by the right audience in order for them to be effective.
"What strategies can I use to optimize email deliverability and ensure that our messages reach the intended recipients?"
5. Creating a comprehensive plan for email campaigns
We all know that project planning is a pain. Luckily, ChatGPT can provide valuable insights on how to go about this process correctly.
"How can I create a comprehensive project plan for an email campaign, including timelines, milestones, and resource allocation?"
6. Pinpointing key metrics for monitoring the success of email campaigns
ChatGPT can help you come up with ways to measure the success of your email campaigns. You could make the below prompt even more detailed and ask how you can measure the financial performance of an email campaign, for example.
"What key metrics should I track and report on to measure the success of an email campaign?"
7. Segmenting email lists for targeted messaging
An AI tool like ChatGPT can assist with splitting your total audience into specific customer segments, that way you can properly tailor your messaging.
"How can I effectively segment our email list to personalize and target our messages based on different customer segments?"
8. Finding ways to fix deliverability issues
If you’re a marketer with less technical skills, email deliverability issues can be tricky. Below, you’ll see how ChatGPT can help you troubleshoot.
"How to fix email deliverability issues caused by recipients’ firewalls?"
9. Identifying effective ways to conduct A/B testing for email campaigns
"What are some effective ways to A/B test different elements of an email campaign, such as subject lines, content, and call-to-action buttons?"
10. Ensuring adequate resource utilization when managing multiple campaigns
Resource allocation is crucial, especially when you have multiple email campaigns going on at one time. You want to maximize the resources at your disposal to get the most out of your campaign.
"How can I manage and prioritize multiple email campaigns simultaneously to ensure efficient resource utilization?"
ChatGPT prompts for content creation
Content marketing is a great way to boost your website’s traffic using SEO strategies. By creating useful blogs or ebooks, you can drive people to your site and convince them to try your good or service.
But, there’s a lot that goes into an effective content strategy. Here are 10 prompts that can help out.
1. Helping with streamlining the content creation process
You can also make this prompt more specific depending on what you’re looking for. For instance, you could provide ChatGPT with your current process and ask it to remove unnecessary steps wherever possible.
"Provide me with tips to streamline the content creation process for marketing campaigns."
2. Managing client expectations
Properly managing client expectations is critical in project management industries, and content creation is no exception.
"How can I effectively manage client expectations regarding content quality and delivery timelines?"
3. Fostering collaboration and ensuring goal alignment
How can you make sure your entire team is on the same page? Maybe that’s through a structured system of creating content briefs, or perhaps introducing a content calendar.
"What are some effective strategies for collaborating with content creators and ensuring their work aligns with the campaign goals?"
4. Leveraging data to measure content performance
Not only can ChatGPT help you decide how to leverage data, but it can also point out metrics you should be recording when monitoring performance.
"How can I leverage data and analytics to measure the performance and impact of content in a marketing campaign?"
5. Identifying best practices for content audits
The term “content” can have a range of definitions — maybe you’re using it to refer to social media or even blog content. Regardless, you should be consistently auditing your content to identify gaps and ways to improve.
"What are some best practices for conducting content audits and optimizing existing content for improved campaign results?"
6. Ensuring branding consistency across pieces of content
Tone is an important part of creating branding consistency across mediums. ChatGPT can provide your team members with tactics to create uniformity across content.
"How can I ensure consistency in messaging and branding across various content pieces in a marketing campaign?"
7. Finding the right reporting methods
Reporting is an important part of understanding how content is performing and conveying that to clients or stakeholders. The reporting methods you use might depend on the goal of the content.
"What are some effective methods for reporting on content performance to clients and stakeholders?"
Related: Performance Reporting Tools for Project Management
8. Managing feedback and revisions during the content creation process
If you’re dealing with the creation of blog content, you may want to use ChatGPT to help you create an editing process to ensure all feedback is taken into account.
"How can I effectively manage feedback and revisions during the content creation process?"
9. Solidifying strategies for repurposing content
Directly reusing content across platforms can sometimes hurt the effectiveness of your message. Instead, you’ll probably want to find ways to tweak your content to be in line with the medium and tone of each channel you’re using.
"What are some strategies for repurposing content across different marketing channels and platforms?"
10. Streamlining the content approval process
Content created both in-house and at agencies typically needs to be approved by the client or stakeholder before being launched. But when this process doesn’t go smoothly, it can cause timeline delays for your content schedule. ChatGPT can help you avoid this pitfall.
“What are some strategies project managers can employ to optimize the content review and approval process to minimize delays?"
ChatGPT prompts for social media management
Although social media is a type of content creation, a lot goes into it. In fact, there are creative agencies out there that only work on social media management. Below, you’ll find a few ways you can use AI to improve your social media practices.
1. Finding effective strategies for planning and scheduling content
Maybe your project team struggles with consistency when creating social media content. ChatGPT can help you create a social media calendar and land on a posting cadence that’s right for your team.
"What are some effective strategies for planning and scheduling social media content to maintain a consistent presence?"
2. Managing client expectations
Going viral is often the goal of clients embarking on a new social media campaign or strategy, although oftentimes clients don’t have a clear understanding of how difficult it can be to go viral.
It’s crucial to manage the client’s expectations for your campaign performance right out of the gate.
"How can I effectively manage client expectations regarding social media performance metrics such as engagement, reach, and conversions?"
3. Tips for managing social media channels
Social media management is more than just posting content. You’ll want to incorporate additional practices that can help grow your reach, such as monitoring your mentions and engaging with your audience’s content.
"What are some best practices for monitoring and managing social media channels efficiently on a day-to-day basis?"
4. Engaging with followers more effectively
Sometimes engaging with your followers effectively requires you to think outside the box. To do so, you may have to adopt new strategies like posing questions or running giveaways to foster engagement.
"How can I effectively engage with followers and respond to comments and inquiries on social media platforms?"
5. Tracking social media performance
Looking back at your post performance is the best way to identify what has worked and what hasn’t in your current strategy thus far.
"What are some effective methods for tracking and analyzing social media performance to generate insightful reports for clients and stakeholders?"
6. Prioritizing social media alongside other initiatives
People expect most brands to have an online presence these days, which means that many marketing teams are left having to juggle social media production and several other campaigns at one time. ChatGPT can help brainstorm ways to do this successfully.
"Provide me with tips to effectively manage and prioritize social media campaigns alongside other marketing initiatives."
7. Best practices for growing a social media following and community
Your goal should be to create a base of followers who feel passionate about your product or brand, which requires a good deal of community building.
"What are some strategies for growing and engaging a social media community and fostering brand advocacy?"
8. Managing social media ad campaigns in a way that’s optimized for ROI
Return on investment is a key metric that project managers are focused on. Especially when working on paid social media ad campaigns, you want to make sure that the project team is going to receive a return that’s worth the work they’ll put in.
"How can I effectively manage social media advertising campaigns and optimize them for maximum ROI?"
9. Keeping up with the latest trends
Although ChatGPT likely won’t have access to information on the most up-to-date trends since it relies on data collected up until 2021, it still has the ability to provide you with a framework that’s helpful in keeping up with trends.
"What are some effective ways to stay updated with the latest social media trends, features, and algorithm changes?"
10. Leveraging UGC
User-generated content can significantly boost a brand’s authenticity and audience engagement. ChatGPT can be used when brainstorming ways to use UGC to your advantage.
“How can I leverage user-generated content across social media platforms?”
Leveraging ChatGPT to help you best use your project management software
Nearly all project teams rely on some sort of project management tool these days. A PM tool like Rodeo Drive is the best way to keep projects organized and to help you deliver them on time and within budget.
That said, some tools require a little extra effort. These ChatGPT prompts can help you make the most out of your tool:
- "How can I use project management software to create and manage project budgets? Share some tips to ensure financial control."
- "How can I use project management software to identify and mitigate project risks? Share some techniques to improve risk management.”
- “How can I effectively track and manage tasks using project management software? Provide me with some best practices.”
- "What are some useful features in project management software that can help me improve team collaboration and communication?"
- "What are some effective ways to set and manage project deadlines using project management software?"
- "How can I utilize project management software to effectively allocate and manage resources for multiple projects?"
- "What are some strategies to track and report project progress using project management software? How can I ensure accurate and up-to-date information?"
Although ChatGPT is definitely helpful, Rodeo Drive offers a range of features that won’t require a ton of extra assistance with setup. Instead, the platform centralizes all of your project information so your project management process is more streamlined and less cluttered.
You can build budgets, plan tasks, track time, invoice clients, and access reports all within Rodeo Drive. This way, you can manage all of the important aspects of project management in one place.
Why not come and try Rodeo Drive for yourself? Schedule a demo to learn more or sign up for our free trial today.
