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I keep redoing the same setup

Save a task that worked as a routine you can reuse

Turn one task that worked into a short card: when to use it, what to bring, the steps, who checks it.

Why it matters

Among small businesses using AI, 43% say adapting the tools to their business is a challenge. A saved routine does that adapting once.

Source: Federal Reserve Banks, 2026 Report on Employer Firms

Use it when

You just finished a task with AI and it worked. Save the method before you forget it.

The instruction

Copy it into ChatGPT, Claude, Gemini or Copilot and fill in the [brackets]. The rules at the end are what stop it from guessing.

The instruction
Turn the task we just finished into a reusable routine card. Replace customer details with blanks like [customer name]. Include: when to use it, what facts to bring, the steps, who checks it, when to stop and ask a person, and what "finished" means. Mark anything we did not actually try as "not tested yet".
Rules: use only the facts I give you and my business fact sheet if I shared it. Do not invent prices, warranty terms, diagnoses, code requirements, dates or promises. Mark anything I did not confirm with [brackets] and list it under the draft. Keep it short and friendly, like a local business owner wrote it. Write the draft first, then ask me at most one question.
Get better drafts with your business fact sheet →

Worked example

What you paste

(After finishing the customer update for job 5521 in the same chat.)

Example draft

ROUTINE: Customer update after a finished job Use when: work is done and the customer should hear what happened. Bring: tech notes, job number, date, anything unsure. Steps: paste notes > get update, invoice text and open items > check against the notes > fix one thing if needed > send through your usual text or email. Checked by: owner or office lead. Stop and ask a person if: the customer or job does not match, or a price or warranty is unclear. Finished means: the right customer got the approved message, and you saw it send. Not tested yet: using this for commercial customers with work order numbers.

Confirmed

  • Built from the task that worked

Check before sending

  • Who checks it in your shop

Check before you send

  • No leftover customer names or numbers in the card.
  • Anything not tried yet is marked that way.

If something is off

Ask for one change and see the whole draft again.

If something is off
Save this card in your notes app. Next time, open a new chat, paste the card and your fact sheet, then paste the new job's notes.

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Sources