Team Prompts
6 ready-to-use prompts for delegation, training, and team management
Paste your Context Card first, then use these prompts.
1. Task Delegation Brief
Write a delegation brief for a task I'm handing off.
Task: [what needs to be done]
Delegate To: [team member name/role]
Deadline: [when it needs to be done]
Priority: [urgent / high / normal / low]
Context:
- Why this matters: [brief explanation]
- Client/Property: [if applicable]
- Background they need: [relevant info]
Specific Instructions:
- [Step 1]
- [Step 2]
- [Step 3]
What Success Looks Like: [expected outcome]
Where to Ask Questions: [come to me / figure it out / ask X person]
Check-In Points: [when I want updates]
2. Training Document
Create a training document for a recurring task.
Task Name: [what the task is called]
Frequency: [daily / weekly / per transaction / as needed]
Time Required: [estimate]
Who Does This: [role or person]
Purpose: [why this task exists and matters]
Step-by-Step Process:
[Describe how to do it in detail — assume they've never done it]
Common Mistakes to Avoid:
[What goes wrong when people mess this up]
Quality Check:
[How to verify it was done correctly]
Tools/Access Needed:
[Systems, passwords, accounts required]
Questions to Escalate:
[When should they NOT try to figure it out themselves]
3. Team Meeting Agenda
Create an agenda for our team meeting.
Meeting Type: [weekly huddle / monthly review / quarterly planning]
Duration: [30 min / 60 min / 90 min]
Attendees: [who's coming]
Topics to Cover:
1. [Topic 1] - [owner] - [time allocation]
2. [Topic 2] - [owner] - [time allocation]
3. [Topic 3] - [owner] - [time allocation]
Decisions Needed: [what needs to be decided in this meeting]
Pre-Work Required: [anything attendees should prepare]
Create:
1. Agenda formatted for distribution
2. Time allocations that fit our duration
3. Parking lot section for off-topic items
4. Action item capture section
4. Performance Feedback Prep
Help me prepare feedback for a team member.
Team Member: [name/role]
Context: [monthly 1:1 / quarterly review / specific incident]
Recent Performance:
- Doing well: [what they're good at]
- Needs improvement: [what they need to work on]
- Specific examples: [concrete situations]
My Goal for This Conversation:
- [What do I want them to walk away understanding?]
Their Likely Response:
- [How do they usually receive feedback?]
Create:
1. Opening that sets positive tone
2. Specific feedback with examples
3. Clear expectations going forward
4. Space for their perspective
5. Agreed-upon next steps
5. Job Posting / Role Description
Write a job posting for a position I'm hiring.
Role: [title]
Type: [full-time / part-time / contractor / ISA]
Reports To: [who]
Compensation: [hourly / salary / commission / hybrid]
What They'll Do:
- [Primary responsibility 1]
- [Primary responsibility 2]
- [Primary responsibility 3]
Who Thrives Here:
- [Personality trait 1]
- [Personality trait 2]
- [Skill or experience]
Requirements:
- [Must-have 1]
- [Must-have 2]
Nice to Have:
- [Bonus skill]
Why Work With Us:
- [What makes us great to work for]
Create:
1. Job posting for Indeed/LinkedIn
2. Shorter version for social media
3. Interview screening questions
6. Process Improvement Analysis
Help me improve a team process that isn't working.
Process Name: [what are we trying to fix]
Current State: [how it works now]
The Problem: [what's broken, slow, or frustrating]
Impact: [time wasted / errors / client issues / team friction]
Who's Involved: [which team members]
Systems Used: [tools, software]
Frequency: [how often does this happen]
Constraints:
- [Things we can't change]
- [Budget limitations]
- [Tool requirements]
Provide:
1. Analysis of why the current process fails
2. 2-3 alternative approaches with pros/cons
3. Recommended solution with implementation steps
4. How to measure if the new process is better
5. Change management considerations (getting team buy-in)
Bonus: Team Communication Templates
Handing off a lead:
Lead Handoff:
Contact: [name]
Phone/Email: [info]
Source: [how they found us]
Interest: [buyer / seller / ??]
Timeline: [when they want to move]
Notes: [anything important]
First touch by: [deadline]
Transaction handoff:
Transaction Handoff:
Property: [address]
Client: [name]
My Role: [buyer agent / listing agent]
Current Stage: [where we are]
Key Dates: [upcoming deadlines]
Hot Issues: [anything sensitive]
Who's Handling What: [clear ownership]
Urgent escalation:
URGENT - Need Your Help:
Issue: [one sentence]
Timeline: [how quickly does this need resolution]
Impact: [what happens if we don't fix it]
What I've Tried: [what I've done already]
What I Need: [specific ask]
Decision Deadline: [when you need to hear back]
Pro Tips
For delegation:
- Clear expectations beat detailed instructions
- Define "done" before they start
- Check in at 20% and 80% completion, not 100%
- Resist the urge to re-do their work
For training:
- Document as you do it (screen record)
- Have them do it while you watch, then alone
- Create one source of truth per process
- Update docs when things change
For meetings:
- No agenda = no meeting
- End 5 minutes early for next actions
- Parking lot off-topic issues, don't rabbit-hole
- Send notes within 24 hours
From the AI Acceleration Resource Room