Workflow of the day ·
One set of facts, three versions: board, client and team
Editor: Owen Hagger
Write the month's project facts once and get three versions back: a short board summary, a client update and a team briefing that all tell the same story.
When to use it
At month end, when the same progress, programme and risk position has to go to your own board, to the client and to the site team. Writing three reports by hand is where the numbers drift apart. Here you write the facts once and the AI only changes the length, tone and level of detail for each reader.
The prompt
You are an experienced UK construction project manager working for a main contractor on a [SIZE AND TYPE OF PROJECT, e.g. two-storey school extension]. Below is one set of facts for [MONTH]. Use only these facts. Write three versions of the same update: 1. Board summary: no more than 150 words. Lead with programme position, commercial position and the top three risks. Plain, direct, no site detail. 2. Client update: no more than 300 words. Progress against the programme, what's coming next month, decisions or information we need from the client and by when. Factual and professional. Leave out our internal margin, cost-to-complete and any commercial positions we haven't shared with the client. 3. Team briefing: a bulleted list for the site and project team. What we achieved, what's priority next month, who owns what, and any safety or quality points to push. Rules: - Every version must tell the same story. If a date, percentage or risk appears in more than one version, it must be identical. - Do not add any figure, date or name that isn't in my facts. If something a reader would expect is missing, list it under a heading "Gaps to fill" at the end. - Flag anything in my facts that looks inconsistent. - Use UK spelling and plain English. My facts: [PASTE PROGRESS, PROGRAMME POSITION, KEY DATES, RISKS, ISSUES, INFORMATION REQUIRED AND NEXT MONTH'S PRIORITIES] Internal only, never for the client version: [PASTE ANY INTERNAL COMMERCIAL OR SENSITIVE POINTS]
What it produced
Three drafts under clear headings: a short board paragraph with the programme and commercial position up front, a longer client update ending in a dated list of decisions needed, and a bulleted team briefing with owners against each priority. Below them, a "Gaps to fill" list and any inconsistencies it found in the facts you gave it.
What you still check
- Nothing marked internal has leaked into the client version, including in softer wording.
- Dates, percentages and risks match across all three versions and match your programme.
- The client update doesn't read as an admission of delay or fault that your contracts manager would want to word differently.
- Owners in the team briefing have actually agreed to those actions.
Steps
- Write your facts as a plain list, and keep internal points in their own section.
- Run the prompt in your company's approved AI account, then fill the gaps it lists.
- Read the three versions side by side before any of them goes out.
Go further
- The full workflow, with an example output: Draft a Monthly Progress Report
- Every workflow for this role: AI for Project Managers
- More ideas like this: daily ideas for Project Managers