For any local business · Front desk and inquiries
One routine, written the way I say it
Turn the way you handle a new inquiry, said out loud, into a one-page routine your team can follow and tape up by the front desk.
The prompt
Pick your trade to fit the wording, then paste it into ChatGPT, Claude or Gemini.
I run a local business. Most of how we do things lives in my head. I want to write down one routine this week, the way I'd say it out loud. Ask me to walk you through what happens when a new inquiry comes in, from the first message to a booked appointment. Then turn my answers into a one-page written way of doing it: who does what, in what order, the exact words we use, and what to do when it is busy. Keep it short enough to tape up by the front desk.
When to use it
Most of how things are done lives in your head and a new hire learns it by watching. It is also the prompt the free quiz hands you when you score low on a written way of doing things.
When not to
It writes down what you tell it. It does not invent policies you have not decided.
What to paste in
Nothing to fill in ahead of time. It asks you questions as it goes.
Never paste
- Customer full names, phone numbers or card details
- Anything about a customer's health or treatment
- Passwords or account logins
What you should get back
- Questions that walk through a new inquiry from first message to booking
- A one-page routine: who does what, in what order, in your words
- What to do when it is busy
What stays with you
The prompt writes a draft. You decide what happens to it, and nothing should reach a customer until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.
Related
- What may go out alone, on one page. A one-page playbook that splits routine messages into what may go out alone, what gets a quick look, and what waits for you.
- Move one job to the front desk. Move one repeated job to the front desk so the people doing the work use the tool, with steps and a note to the team.
- A one-week test, no new tools. A one-week plan to test AI on three typing-heavy jobs you already do, with a way to tell by Friday whether it saved you time.
More: the whole prompt library and front desk and inquiries.
Which three fit your business?
The free quiz scores your business on sixteen things and picks the three prompts aimed at your three lowest. It takes about three minutes.