Ah, technical program management – the world of constant deadlines, ambiguous requirements, and lots of coffee. You’re expected to juggle engineers, timelines, deliverables, and then make it all look effortless. Lucky for you, I’ve compiled a list of ChatGPT prompts and real-life templates designed to help you cut corners (or at least make it look like you’re holding it all together). Read on for practical examples that’ll help you stay on top of things (or appear to be)!

Prompt #1: “I have this magical list of blockers. Help me track and report them without making my eyes twitch.”

Real-Life Example: You’re on a project where the dev team has been waiting on approvals from the security team for two weeks. Your weekly report is basically a list of the same blockers with new levels of urgency, and you’re exhausted from saying the same thing each day.

ChatGPT Prompt:
“Help me create a blocker-tracking report template that highlights high-priority items, responsible parties, and the time they’ve been stuck. Make it simple enough that I can copy-paste it into an email.”

Template Example:

How to Use It: Customize this template and fill it in daily. Send it to stakeholders so everyone has visibility into these blockers (and can get on the responsible parties to move things along!).

Prompt #2: “How do I handle project dependencies without feeling like I’m stuck in a soap opera?”

Real-Life Example: The front-end team can’t move forward until the back-end team provides the updated API. Meanwhile, the back-end team is waiting on new specs from the product team. Every team’s waiting for another team, creating an endless cycle of delays.

ChatGPT Prompt:
“Help me draft a dependency-tracking matrix for a project with multiple dependent teams. Include columns for each team, their dependency, target dates, and status updates.”

Template Example:

How to Use It: Share this matrix with all teams involved, and update it in real-time. This matrix gives everyone a view of the dependencies and creates accountability for keeping things moving. Send “gentle nudges” as necessary.

Prompt #3: “Write a template that helps me subtly suggest scope creep is spiraling out of control.”

Real-Life Example: A client has asked for additional features on top of the agreed-upon scope—first it was a minor tweak, and now it’s a full-fledged revamp. Your dev team is stretched, and timelines are slipping.

ChatGPT Prompt:
“Help me write a message that diplomatically suggests we need to address scope creep. Make it clear that we can consider adding new features later, but without compromising current timelines.”

Template Example:
“Hello [Client/Stakeholder], we’re excited about the additional ideas! To ensure we deliver on our initial goals by the agreed deadline, could we table some of these new requests for a potential phase two? This way, we can stay on schedule and deliver the quality you expect without overextending our resources.”

How to Use It: Use this template for emails or meeting notes when clients try to add extras. It’s a gentle but firm way to keep scope in check without flatly saying “no.”

Prompt #4: “Can you provide an agenda that looks motivational when it’s really just a nudge toward accountability?”

Real-Life Example: Your team is dragging its feet on some action items. You’ve got a stand-up scheduled, but instead of just checking in, you want to inspire them to get moving on pending tasks—without sounding like you’re cracking the whip.

ChatGPT Prompt:
“Create a stand-up agenda that includes motivational elements but also subtly holds the team accountable for pending tasks. Include check-ins on previous action items.”

Template Example:

Stand-Up Agenda:

1. Celebrations and Wins – Share any small or big wins since last meeting.
2. Status Updates – Quick check-in from each team member on progress.
3. Action Item Review – Where are we on last week’s tasks? Are there any blockers?
4. Next Steps & Goals – Discuss top priorities for this week.
5. Open Discussion – Any concerns or ideas on improving workflow?

How to Use It: Send this agenda before the meeting. People see “celebrations” up top and come in feeling positive, while knowing there’ll be an action item review to keep everyone accountable.

Prompt #5: “Help me send a tactful reminder for ownership tracking, AKA, whose job is this anyway?”

Real-Life Example: You’ve been pinged twice about a specific feature update, and no one’s taken charge. Your team insists, “I thought [so-and-so] was on it.” It’s clear that ownership hasn’t been established, and you need to get everyone aligned.

ChatGPT Prompt:
“Help me draft a message to assign ownership and clarify responsibilities on a project task. Make it clear who’s responsible, but keep it light to avoid finger-pointing.”

Template Example:
“Hi [Team/Specific Person], just confirming task ownership for [task/feature]. To streamline, let’s have [Person A] lead on [specific part of task], while [Person B] handles [another part]. Let’s touch base next [day] to check progress and make sure everyone has what they need.”

How to Use It: Customize this message to assign ownership clearly without putting people on the defensive. It’s great for Slack, email, or project management tools when tasks are falling through the cracks.

With these new prompts, templates, and examples, your TPM toolkit just got a major upgrade. Happy managing!

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