Building Better Communication Habits: How to Keep Your Team Aligned and Productive - with this ChatGPT prompt

Often in my work, people need assistance writing complex emails (complex = anything sent to more than 2-3 people/groups or related to external parties).

As a follow up to my previous post - Building Better Communication Habits: How to Keep Your Team Aligned and Productive, I decided to speed things up and made a GPT in ChatGPT that would help them in such situations—whether by reviewing the email or drafting the essentials.

Using a prompt specifically designed for crafting clear, actionable communication, anyone can produce concise, professional emails in a fraction of the usual time.

Here’s how the prompt works in real-world scenarios, with examples to show its practical impact.

Example 1: Status Update Email for Product X with Delay and Available Resources

Prompt Input:

Review and improve this email, based on the guide:

Hey Team,
I just wanted to give you a quick update on Product X.
So, there’s a bit of a delay—we’re running about 2 days behind schedule. Nothing major, but just to keep everyone in the loop. The good news is that Resources A and B are now available, so we have more hands on deck, and Resource C is going to keep working on this through the rest of the week. That should help with getting us back on track.

As for risks, the product certification is moving along well, but it’s still reliant on a third-party provider. To be on the safe side, we’re keeping a 20% time buffer in place (so 10 extra days) as we agreed earlier.
Let me know if there’s anything else you want to go over or if we should look at other risks.

Thanks!
[Your Name]

Generated Email Output:

Subject: Product X Update – Minor Delay, Resource Availability, and Risk Status

Hi Team,

Here’s a quick update on Product X:

• Schedule: We’re currently 2 days behind schedule. This is a minor delay, but with Resources A and B now available to assist, and Resource C continuing work through the week, we should be able to regain momentum.

• Risks: Product certification remains on track but is still dependent on a third-party provider. To mitigate any potential delays, we’re maintaining our agreed 10-day buffer (20%) as a safeguard.

Next Steps:
If there are additional risks or adjustments we need to discuss, please let me know.

Thanks, everyone!

Best,
[Your Name]


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Improvements Based on the Guide
• Clear Purpose: Updated the subject line for clarity.
• Conciseness: Simplified the language to keep the email short and direct.
• Risks and Assumptions: Explicitly referenced the third-party dependency and buffer time, giving clearer context.
• Next Steps: Added a clear prompt for the team to raise any additional concerns if needed.

This version ensures everyone is quickly informed and ready to act if necessary, while avoiding extra back-and-forth. Let me know if there’s anything else you’d like to add or emphasize!

Example 2: Combined full email from short/simple response with feedback on what else to add to ensure the resulting email would not cause endless threads of emails

When you are on a rush to send an update/request, this may be a very easy way of getting your message delivered easily in a easy to read and understand format/structure.

Prompt input:

I need to request more resources (2 more developers) for project X.

Write an email and let me know what info to provide to make it more helpful/efficient (to reduce the chance of potential questions/more emails).

Generated response:

Subject: Request for Additional Developers for Project X

Hi [Recipient’s Name],
I hope this message finds you well. I’m reaching out to request two additional developers for Project X to ensure we stay on track with our timeline and deliverables.

Context and Current Situation:
As you’re aware, Project X is critical for [specific goal, e.g., launching the new client platform by Q2]. Currently, the team consists of [number] developers. However, given the complexity of tasks such as [specific tasks or areas, e.g., API integration, front-end development], we’re experiencing bandwidth constraints.

Reason for Request:
Bringing two more developers onboard will allow us to:
• Maintain the current project timeline.
• Improve the quality of deliverables by balancing workloads.
• Address unexpected technical challenges without delaying progress.

Next Steps:
If approved, I’d suggest assigning developers with expertise in [specific skills needed, e.g., React and Node.js], as these areas are most critical. Please let me know if you need further details or have specific candidates in mind.

Timeline:
It would be ideal to onboard these resources by [specific date] to prevent any impact on [specific milestones, e.g., the MVP release deadline on January 15].

Please let me know your thoughts, or if you need additional information to move forward with this request. I’m happy to discuss further.

Best regards,
[Your Name]
[Your Role]

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Missing Information to Add (for Efficiency):

1. Expected workload or deliverable outcomes: Include specific tasks the additional developers will handle.
• Example: “One developer will focus on debugging the payment system, and the other will optimize API response times.”

2. Project metrics or risks: Add data supporting your case, such as metrics (e.g., project delay risk, percentage of tasks unassigned).
• Example: “Without additional resources, we project a two-week delay in the milestone.”

3. Cost considerations: If relevant, outline budget impact or savings due to improved efficiency.
• Example: “The additional developers’ costs align with the allocated contingency budget.”

4. Alternatives Explored: Mention any alternative solutions considered and why they’re insufficient.
• Example: “We considered reallocating internal resources but determined that existing teams are fully utilized.”

5. Approvals Needed: Clarify if the recipient is the sole decision-maker or if others need to weigh in.

Would you like help refining any of these details or adding examples for clarity?
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Checklist Comparison

Below are the original guidelines marked as Checked or Suggested for Improvement:
• ☑ Include the Right People Only
• ☑ Limit @Everyone/@Channel Use
• ☑ Be Respectful and Culturally Sensitive
• ☑ Keep It Brief and Concise
• ☑ Adjust Tone Based on Audience
• ☑ State Purpose Clearly
• ☑ Provide Context and Reasoning
• ☑ Outline Outcomes and Due Dates
• ☑ Tag People for Action
• ☑ Check Tone and Summarize Key Points
• ☑ Final Check for Completeness

Suggested Improvements:
• Provide Assumptions: “Assuming no further changes to the timeline…”
• Include Familiar Terms: Highlight tools or processes relevant to the audience (e.g., “agile sprint”).
• Ensure Needed Resources Are Accessible: Attach a project plan or timeline if helpful.

Summary

With this prompt, you can instantly upgrade the quality of your emails. It ensures that all key details are present, potential risks are flagged, and clarity is prioritized. This clarity not only enhances decision-making but also builds trust and keeps the team aligned.

To try it yourself, check out the ChatGPT Prompt for Writing Productive Emails and optimize your workflow.