Unlock the Power of ChatGPT: 4 Frameworks to Supercharge Your Project Workflow
Save time and get knowledge on tap.
When I first started exploring ChatGPT to take some of the heavy lifting out of time draining project tasks like writing up meeting notes, creating timelines and analysing project data, I struggled to get good results.
I didn’t know how to write good prompts so, outputs were pretty generic, and it felt like I was wasting time, rather than saving it.
Then I discovered a few simple frameworks that boosted my results overnight. They gave me a way to ‘kick AI into touch’. And, today, I’m giving you those frameworks.
I want to save you time and energy on the mundane stuff. Allowing you to focus on the tasks you find rewarding and keep your project needle moving in the right direction.
Here are 4 Frameworks to get better results from ChatGPT or your LLM of choice.
Complete with prompt examples.
Quick interlude:
If you use ChatGPT, then you can use my Digital Project Manager GPT to get even better results. Simply add your prompts.
Now on to the frameworks…
Framework 1: RTF
RTF stands for Role, Task and Format.
The role could be your job role, or depending on your level you may want to aim straight to the top of the promo ladder, like I have in the example below.
The task should be what you want the LLM to create for you, or the task you want it to perform.
Format should be the output you want. Such as a Word doc or .csv file. You can even ask it to output as a PowerPoint slide or a graphic, such as a .jpg or .png.
It’s also best practice to add in further details of what you want the result to include.
Here’s an example to create a Work Breakdown Structure.
[Role]
Act as a Digital Programme Director for a global agency network, who specialises in technical website and software development projects.
You have delivered 100s of such projects for multiple global brands. Including working with third parties and client in-house IT teams.
[Task]
Create a **Work Breakdown Structure** for a website development project. You are tasked with managing the project from planning to delivery and the maintenance (service level agreement) once it’s live.
The project involves building a website using the Contentstack content management system with a team of user researchers, user experience designers, UI designers, copywriters, front end and back end developers and our QA team.
The project will be delivered using the [Waterfall/Agile SCRUM] Methodology using our in-house team, a third-party hosting provider and the client’s IT team.
I will be working directly with the client (brand manager, regulatory team and legal team) and my internal stakeholders (account management and agency leadership team).
The project needs to be delivered in 3 months.
[Format]
Output the file as a list in .docx format.
Framework 2: RACE
RACE stands for Role, Action, Context, Expectation.
This is a great next step for building on the previous one. You’re adding more detail in order to get specific with what you want to see in the end result.
Here’s an example to create a status report.
[Role]
You are a project manager updating stakeholders on a digital marketing campaign’s progress.
[Action]
Draft a concise status report for an internal review meeting.
[Context]
The campaign is midway through execution, targeting a 20% increase in website traffic. Current metrics show a 12% increase, with PPC ads performing below expectations.
[Expectation]
Include a RAG status for key metrics, a summary of completed tasks, challenges, and recommendations for next steps to optimize PPC performance.
Framework 3: RISEN
RISEN stands for Role, Instructions, Steps and End Goal.
The RISEN Framework helps you give clear instructions and steps to achieve specific goals, making it easier to get the results you need.
Here’s an example to create a risk log.
[Role]
You are a project manager preparing for a website redesign project.
[Instructions]
Identify potential risks that could impact the project timeline or budget.
[Steps]
List risks related to design approvals, development delays, and third-party integrations.
Assess the likelihood and impact of each risk.
Propose mitigation strategies for high-priority risks.
[End Goal]
Create a comprehensive risk log that helps the team proactively address challenges and stay on schedule.
OK, still here!?? We’re at the last one. Thanks for bearing with me.
Framework 4: RODES
RODES stands for Role, Objective, Details, Examples. Sense Check.
This is where you ask the LLM to do some research (or use its existing knowledge) and then use what it’s learned in order to come up with recommendations.
The final part (Sense Check) is like a quick double-check to make sure everything makes sense and works as planned. It helps you spot any issues, see if the idea is realistic, and confirm it’s heading in the right direction. This way, you can avoid surprises and save time by tackling any concerns early on.
Here’s an example, for managing stakeholder expectations, if things are going a bit pear-shaped on your project.
[Role]
You are a project manager navigating a major issue in a high-profile campaign.
[Objective]
Draft a clear communication plan to update stakeholders on the issue and outline the steps being taken to resolve it.
[Details]
The issue involves a delayed launch due to last-minute change requests. Stakeholders include the client, the legal team, and my agency. Transparency and professionalism are key.
[Examples]
An initial email explaining the issue, its cause, and expected impact.
A follow-up meeting agenda focusing on resolution plans and timeline adjustments.
A document summarising legal team feedback and how it informs the next steps.
[Sense Check]
Does the communication reassure stakeholders while maintaining their confidence in the project’s ultimate success?
Extra Bonus Tip
To build on that last example. Grab a previous email you’ve used or seen that’s averted a crisis. One that worked really well in calming things down. Remove anything confidential.
Then in the example section, pop in the example and use the following prompt addition:
Analyse the provided email text and compare its style, tone, and structure. Use it as a template to draft the initial email to my client when I send over the communication plan.
Wrapping Up: Now it’s your turn
If you’ve made it this far, then thank you.
You’re way ahead of the sceptics and naysayers who haven’t taken the leap into the world of AI (yet).
By using these 4 frameworks, you’ll make it your daily workhorse. Saving you time, the stress of the grind and giving you knowledge and expertise on tap.
In the coming weeks, I’ll be creating lots more useful project management and AI-related content for you.
Please share this with a friend or colleague who might find it useful. 🙏