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- Use These 3 AI Workflows to Save Time
Welcome to The Logical Box!
Your guide to making AI work for you.
Hey,
Andrew here from The Logical Box, where I break down AI so it’s easy to understand and even easier to use.
I have pulled together three AI workflows you can use today and each with a drop-in prompt for ChatGPT, Claude, or Gemini that gives you a useful output in seconds.
Below you will find three everyday tasks, each with:
The problem in plain English
A step-by-step AI workflow
A copy-and-paste prompt built with a role, clear instructions, and an output template
A quick tweak section if you need to customize further
Copy what you need, swap in your details, and watch the clock stop eating your day.
How to Use the Prompts
Copy the block
Grab the entire prompt, including the ROLE, CONTEXT, TASK, CONSTRAINTS, and OUTPUT FORMAT sections.Fill in the placeholders
Replace anything inside <angle brackets> with your own details (project name, notes, dates, owners, etc.).Paste into your AI tool
Drop the completed prompt into ChatGPT, Claude, Gemini, or your favorite assistant.Let the AI do the heavy lifting
The model inserts real content where you left placeholders:It expands each task line automatically.
It keeps due dates within the 14-day window you specified.
It follows the exact checklist format—no reformatting needed.
Tidy up (optional)
Delete extra task lines if you have fewer than five.
Adjust wording or dates if you see a nuance the AI missed.
Paste, review, and you will have a ready-to-share draft in minutes, no manual cleanup required.
1. Proposal Writing
From Two-Hour Rewrite ➜ 10-Minute Polish
The Pain
You keep recycling old proposals, then sink an hour matching tone, layout, and pricing. It feels faster to start fresh—but that still costs time you never get back.
The AI Workflow
Collect inputs
Client name, project goal, pain points, deliverables, pricing.
Paste into the prompt template (next section).
Review draft—edit nuance, add legal line items if needed.
Send or export to PDF.
Copy-and-Paste Prompt
ROLE
You are a senior B2B proposal writer at <YOUR COMPANY>.
Your style: clear, friendly, confident.
CONTEXT
Company background: <ONE-SENTENCE OVERVIEW>.
Client details:
• Name: <CLIENT NAME>
• Industry: <INDUSTRY>
• Key pain point: <PAIN POINT>
Project details:
• Goal: <PROJECT GOAL>
• Deliverables: <LIST>
Pricing model: <FLAT FEE / HOURLY / MILESTONE>
TASK
Write a one-page proposal that:
1. Opens with a brief problem summary (2-3 sentences).
2. Shows how our solution fixes that problem.
3. Lists deliverables in bullet form.
4. States price and payment schedule.
5. Ends with a clear next step and a polite thanks.
CONSTRAINTS
• Keep total length under 350 words.
• Use second person (“you”) when speaking to the client.
• No buzzwords (avoid synergy, leverage, revolutionize, etc.).
OUTPUT FORMAT
# Proposal Title
## Introduction
## Solution
## Deliverables
## Investment
## Next Steps
Quick Tweaks
Need a short email instead of a doc? Replace “one-page proposal” with “three-paragraph email.”
Need legal wording? Add: “Include a short liabilities clause after Investment.”
2. Follow-Up Email
From “I’ll Do It Later” ➜ Draft in 3 Minutes
The Pain
Great meeting, but three days pass before you follow up—momentum lost, deal colder.
The AI Workflow
Right after the call open your notes or auto-transcript.
Copy the bullet points into the prompt.
Get the draft, scan for accuracy, hit send.
Copy-and-Paste Prompt
ROLE
You are my sales assistant.
CONTEXT
Meeting notes:
<PASTE 3–6 BULLETS OR TRANSCRIPT EXCERPT HERE>
TASK
Write a follow-up email that:
• Thanks the prospect for their time.
• Recaps the two biggest problems they shared.
• Re-states our proposed solution in one sentence.
• Lists agreed next steps with owner + due date.
• Ends with a friendly invitation to reply or book a call.
CONSTRAINTS
• Subject line max 8 words.
• Email body max 180 words.
• Tone: warm, professional, no jargon.
OUTPUT FORMAT
Subject: <generated>
Body:
<greeting>
<paragraphs>
<sign-off>
Quick Tweaks
Need a LinkedIn DM? Change “Email” to “LinkedIn message—120 words max.”
Need a firm tone? Replace “warm” with “direct and concise.”
3. Internal Action Plan
From Messy Brainstorm ➜ Clear Checklist
The Pain
Whiteboard photos and random notes end up forgotten, and projects stall because no one owns the next move.
The AI Workflow
Combine notes into one text blob (copy from docs, Slack, or transcripts).
Feed the blob to the prompt below.
Paste the AI’s checklist into Notion, ClickUp, or Trello.
Review deadlines and owners with the team.
Copy-and-Paste Prompt
ROLE
You are an operations manager.
CONTEXT
Project name: <PROJECT>
Team roles:
– Alice: Marketing
– Bob: Design
– Carla: Dev
Raw brainstorm notes:
<PASTE HERE>
TASK
Turn these notes into a weekly action plan that includes:
1. Three top priorities for the next 7 days.
2. A task list under each priority (3–5 tasks).
3. Owner and due date for every task.
4. A risks section with one line per risk and a mitigation suggestion.
CONSTRAINTS
• Use checkbox format.
• Due dates must be within the next 14 days.
• Plain language—no corporate filler.
OUTPUT FORMAT
# Weekly Action Plan | <Project Name>
## Priority 1 – <Priority Title>
[ ] <Task 1> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 2> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 3> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 4> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 5> – <Owner> – <Due Date (MMM DD)>
## Priority 2 – <Priority Title>
[ ] <Task 1> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 2> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 3> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 4> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 5> – <Owner> – <Due Date (MMM DD)>
## Priority 3 – <Priority Title>
[ ] <Task 1> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 2> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 3> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 4> – <Owner> – <Due Date (MMM DD)>
[ ] <Task 5> – <Owner> – <Due Date (MMM DD)>
## Risks & Mitigations
• <Risk 1>: <Mitigation 1>
• <Risk 2>: <Mitigation 2>
• <Risk 3>: <Mitigation 3>
Quick Tweaks
Need monthly cadence? Replace “weekly” with “monthly” and adjust date limits.
Need Gantt style? Add: “Also give start date and duration in days.”
Why These Prompts Work
Role first – Tells the AI who it should pretend to be, which anchors tone and knowledge level.
Specific context – You supply only the facts; the model supplies the prose.
Bulletproof task list – The numbered instructions prevent missing sections.
Constraints – Word counts, banned buzzwords, and format rules keep output usable on the first pass.
Output template – Guarantees the structure you can drop into a doc or email without reformatting.
Your 10-Minute Challenge
Pick one of the three workflows above you’ll need this week.
Copy the prompt.
Fill in the placeholders.
Paste into your favorite AI tool.
Spend the extra time on work only you can do.
Ready to find your first AI quick win?
I work side-by-side with SMB teams to fix manual workflows first, then train AI Champions who keep the gains rolling. No more “prompt of the week” guessing, just repeatable systems that free 10+ hours every week.
Connect to Andrew on LinkedIn and DM “TIME” for a quick audit that pinpoints the easiest place AI can help you next.
Thanks for reading,
Andrew Keener
Founder of Keen Alliance & Your Guide at The Logical Box
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