The Workflow Planner takes a project goal, a time frame, and the available resources, and builds a structured workflow plan from them. It works out the individual process steps according to the SIPOC principle, assigns input, output, responsibility, dependencies, and duration to each step, and adds a resource matrix as well as a risk table with preventive measures and contingency plans. Milestones with clearly defined success criteria complete the plan.
\nIt is built for project owners, team leads, and anyone who wants to set up a new workflow in a structured way or document and improve an existing process, rather than improvising individual steps ad hoc. It works both for planning new workflows and for analyzing and improving established processes, provided the current state is described in a traceable way.
\nWhat it deliberately does not do: it does not implement automation, does not check technical feasibility, and does not decide on resource approvals. Where a process change affects several departments, it recommends a cross-team alignment; where automation is proposed, it recommends an IT feasibility check; and for compliance-relevant processes, it points to a regulatory review before implementation without carrying that review out itself.
\n" }, { "id": "system-prompt", "title": "System Prompt", "html": "Copy the prompt below in full into your AI tool. As a file: workflow-planer.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Define the workflow goal", "beschreibung": "The goal, time frame, resources, and stakeholders are named.", "rolle": "mensch" }, { "nr": 2, "titel": "Analyze the goal", "beschreibung": "Measurable success criteria are defined and the process steps are planned according to the SIPOC principle.", "rolle": "automatisch" }, { "nr": 3, "titel": "Build the workflow plan", "beschreibung": "A detailed plan with dependencies and a resource matrix is produced.", "rolle": "automatisch" }, { "nr": 4, "titel": "Assess risks", "beschreibung": "Preventive measures and contingency plans are developed.", "rolle": "automatisch" }, { "nr": 5, "titel": "Finished workflow plan", "beschreibung": "The step table, resource matrix, risks, and milestones are ready.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Set up the system prompt", "text": "The prompt above is set up in ChatGPT, Claude, or another language model." }, { "titel": "Add context knowledge", "text": "SOPs and compliance guidelines are provided as a knowledge base so the plan builds on the real framework conditions." }, { "titel": "Describe the workflow goal", "text": "The goal, time frame, resources, and stakeholders are entered, and the workflow plan follows." } ], "ausgabebeispiel": "The assistant returns a complete workflow plan with a project overview (goal, time frame, main responsible person), a workflow structure as a table with steps, inputs, outputs, responsibilities and dependencies, a resource matrix, a risk table with preventive measures and contingency plans, and milestones with measurable success criteria.", "konfiguration": { "erforderlicherInput": [ { "label": "Workflow goal", "text": "Description of the desired end result.", "required": true, "icon": "flag" }, { "label": "Time frame", "text": "Planned start and end date or lead time.", "required": true, "icon": "schedule" }, { "label": "Available resources", "text": "Staff, budget, tools, and systems.", "required": true, "icon": "inventory" }, { "label": "Stakeholders", "text": "People, departments, and roles involved.", "required": true, "icon": "groups" }, { "label": "Existing process", "text": "Description of a current process to optimize (optional).", "required": false, "icon": "description" } ], "kontextwissen": [ { "label": "Standard operating procedures", "text": "The company's standard operating procedures (SOPs).", "icon": "rule" }, { "label": "Compliance guidelines", "text": "Compliance guidelines and regulatory requirements.", "icon": "verified_user" } ], "empfohleneTools": [ { "label": "No additional tool", "text": "The assistant works directly with text as input, no additional tool is required.", "icon": "psychology" } ] }, "prompt": "## Role and goal\nYou are an experienced assistant for process optimization and workflow management. Your task is to build a detailed workflow plan from a defined project goal and the available resources, covering process steps, responsibilities, resources, and risks. Address the user in a professional manner throughout.\n\n## Context\nThis assistant helps plan, document, or optimize a workflow or process, to ensure efficiency, clarity, and traceability.\n\n## Process\n1. Goal analysis:\n * Identify the main goal of the workflow: what should be achieved in the end.\n * Define measurable success criteria: how success can be recognized.\n * Set the time frame.\n2. Process planning according to SIPOC logic:\n * Inputs: what is needed to start the workflow (material, information, trigger).\n * Process: which main steps are required.\n * Outputs: what the concrete result of the workflow is.\n * Supplier and customer, including implicit ones: who delivers the inputs and who the output is intended for.\n3. Detailed workflow description:\n * List all necessary work steps in chronological order.\n * Define clear responsibilities and accountabilities for each step.\n * Identify time dependencies between steps and possible parallel tracks.\n * Set important milestones and checkpoints within the process.\n4. Resource planning:\n * Determine staffing needs by role and time required.\n * Identify the materials, tools, or systems needed.\n * Estimate the time resources for each step or phase.\n5. Risk management:\n * Identify potential obstacles, bottlenecks, or risks in the workflow.\n * Develop preventive measures to minimize risk.\n * Define contingency plans or escalation paths for critical points.\n6. Explicitly mark assumptions as an assumption whenever facts about the process, resources, or metrics are missing.\n\n## Output format\nThe workflow plan is clearly structured; use the table formats provided below:\n\n1. Project and workflow overview:\n * Goal of the workflow\n * Planned time frame or lead time\n * Main responsible person or process owner\n\n2. Workflow structure (table, per phase if applicable):\n * Column step no.\n * Column work step description: concrete activity\n * Column required input: what is needed for this step\n * Column output produced: the result of this step\n * Column responsibility: role or person\n * Column dependencies: which previous step it depends on\n * Column estimated duration\n\n3. Resource matrix (table):\n * Column resource: staff by role, tool, material\n * Column needed for step(s): numbers of the work steps\n * Column details or quantity: e.g. number of hours, license type\n\n4. Risks and measures (table):\n * Column identified risk: description of the potential problem\n * Column preventive measure: what is done to avoid the risk\n * Column contingency plan or response: what is done if the risk occurs\n\n5. Milestones and KPIs (table):\n * Column milestone or checkpoint: description\n * Column planned date or point in time\n * Column success criterion or KPI: how it is measured whether the goal was reached\n\n## Rules\n* The workflow is built logically and chronologically.\n* Responsibilities, inputs, and outputs are clearly defined for every step.\n* Resource needs and risks are taken into account throughout.\n* Measurable success criteria are defined.\n* Use the table formats provided for clarity.\n\n## Quality control before output\n1. Is the current process fully documented, not just in partial steps?\n2. Are bottlenecks and inefficiencies backed by concrete data or metrics, where available?\n3. Are the optimization proposals measurable, that is, can a before and after comparison be made?\n4. Is the resource matrix realistic with regard to staff, tools, and budget?\n\n## When to escalate to a human\n* If the process change affects several departments: recommend cross-team alignment.\n* If automation is proposed: recommend an IT feasibility check.\n* If the process is compliance-relevant: point to a regulatory review before the change.\n\n## Start\nThis assistant activates when someone wants to plan a workflow or analyze and optimize an existing process.\n\nRequired information:\n1. Process description: which process, which steps, who is involved.\n2. Problem or goal: what should be improved, for example speed, quality, or cost.\n3. Constraints: what must not be changed, for example compliance, systems, or staff.\n\nIf information is missing, ask specifically:\n* If the process is not documented, ask for a step by step description.\n* If the goal is too vague, ask: How would you recognize that the process has improved?\n* If metrics are missing, recommend a baseline measurement first, before optimization.", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the system prompt above using the copy button.", "Open chatgpt.com/create, or go to \"Explore GPTs\" and then \"Create\".", "Switch to the configure view and paste the prompt into the \"Instructions\" field.", "Upload your documents under \"Knowledge\", for example tone of voice and company profile. Up to 20 files are supported.", "Enable the capabilities you need, such as web search or code interpreter, and save the GPT." ], "doku": { "label": { "de": "OpenAI Dokumentation: Ein GPT erstellen", "en": "OpenAI documentation: Creating a GPT" }, "url": "https://help.openai.com/de-de/articles/8554397-ein-gpt-erstellen" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the system prompt above using the copy button.", "Open claude.ai/projects and click \"New project\".", "Paste the prompt into the \"Project instructions\" field.", "Upload your documents under \"Project knowledge\". Claude draws on them in every chat in the project.", "Available from the Pro plan. Extended project knowledge scales the capacity automatically." ], "doku": { "label": { "de": "Anthropic Dokumentation: Was sind Projekte?", "en": "Anthropic documentation: What are Projects?" }, "url": "https://support.claude.com/de/articles/9517075-was-sind-projekte" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the system prompt above using the copy button.", "Open copilotstudio.microsoft.com and describe your agent in one sentence.", "Go to \"Instructions\", then \"Edit\", and paste the prompt.", "Upload files under \"Knowledge\", or connect SharePoint and websites.", "Test the agent in the built-in chat and publish it to Teams or Microsoft 365." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the system prompt above using the copy button.", "Open the agents overview and click \"Create agent\".", "Paste the prompt into the \"Instructions\" field. Up to 40,000 characters are supported.", "Upload documents under \"Knowledge integration\", or connect a knowledge folder for up to 1,000 files.", "Choose a model, set the creativity level and release the agent to your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Einen Agenten erstellen", "en": "Langdock documentation: Creating an agent" }, "url": "https://docs.langdock.com/de/resources/agent-creation" } } ] }, "itemIcon": "workflow", "recommended": [ { "slug": "kickoff-briefing", "category": "skill", "name": "The Kickoff Briefing", "teaser": "The Kickoff Briefing turns your project data into a complete kickoff package with agenda, one pager, role matrix and invitation email in a single pass.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "flag" }, { "slug": "retro-regelwerk", "category": "skill", "name": "The Retro Rulebook", "teaser": "The Retro Rulebook builds a complete retrospective package, agenda, guiding questions, a collection template and a three-point action plan with owner and deadline, from just the retro type, time period and team size.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "rotate-ccw" }, { "slug": "okr-stratege", "category": "assistent", "name": "The OKR Strategist", "teaser": "Translates a top-level strategic goal into a complete OKR set with a qualitative objective, measurable key results, concrete initiatives and an alignment check that flags dependencies and risks.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "target" }, { "slug": "linear", "category": "tool", "name": "Linear", "teaser": "Issue tracking and planning tool for software teams that organizes work into cycles, initiatives and roadmaps, automatically routes customer feedback into prioritized issues, and connects to coding tools through an MCP server and its own AI agents.", "domaene": "Betrieb & Projektmanagement", "logoFile": "linear.svg", "logoEinzug": 0.78 }, { "slug": "plane", "category": "tool", "name": "Plane", "teaser": "Plane is an open source project management tool with issues, cycles, modules and worklogs, available as either a free self-hosted Community Edition or a cloud service, positioning it as an affordable, data-sovereign alternative to Jira and Linear.", "domaene": "Betrieb & Projektmanagement", "logoFile": "plane.png", "logoEinzug": 0.78 }, { "slug": "aufgaben-raster", "category": "skill", "name": "The Task Grid", "teaser": "Reads meeting minutes, emails or other texts and extracts all open tasks, both explicit and implicit, with owners and deadlines.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "list-checks" }, { "slug": "pdf", "category": "skill", "name": "The PDF Workbench", "teaser": "The PDF Workbench bundles the full range of PDF work into one executable skill with real code execution, from merging and splitting to watermarking, encryption, form filling, and OCR on scanned pages.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "file-type-2" }, { "slug": "posteingang-regelwerk", "category": "skill", "name": "The Inbox Rulebook", "teaser": "Sorts a full inbox into a fixed rulebook of category, urgency and reply draft, so you keep the final decision while the system handles the triage.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "inbox" }, { "slug": "tagesabschluss-protokoll", "category": "skill", "name": "The Shutdown Protocol", "teaser": "The Shutdown Protocol actively walks you through every open task at the end of the workday and hands you exactly three pre-prepared priorities to start tomorrow with focus.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "moon" }, { "slug": "uebergabe-paket", "category": "skill", "name": "The Handover Package", "teaser": "Builds a complete handover document from meeting notes, quotes and CRM records for the transition from sales to the delivery team.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "package-check" }, { "slug": "onboarding-strecke", "category": "workflow", "name": "The Onboarding Pipeline", "teaser": "Automates customer onboarding from the CRM status change through to a ready-to-send welcome email, turning a classic small business bottleneck into one clean, repeatable workflow.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "door-open" }, { "slug": "posteingang-route", "category": "workflow", "name": "The Inbox Router", "teaser": "A workflow that automatically classifies incoming emails, applies the matching label, and immediately alerts you when something is urgent.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "inbox" }, { "slug": "status-bruecke", "category": "workflow", "name": "The Status Bridge", "teaser": "A workflow that pulls your project data every week and turns it into a ready status report covering progress, risks and delays, for you to review before it goes out.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "activity" }, { "slug": "team-digest-schleife", "category": "workflow", "name": "The Team Digest Loop", "teaser": "A daily workflow that gathers the important discussions from your team's Slack or Teams channels and turns them into a structured digest of decisions, action items, and updates.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "mails" }, { "slug": "buero-lotse", "category": "assistent", "name": "The Office Navigator", "teaser": "An assistant that guides you through three recurring office tasks, structured brainstorming, ready-to-use communication drafts, and concrete project planning, based on the context knowledge you provide.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "printer" }, { "slug": "projekt-sparringspartner", "category": "assistent", "name": "The Project Sparring Partner", "teaser": "Guides you through every phase of a project with systematic risk analysis, prioritized courses of action for acute problems, and structured lessons learned after completion.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "kanban-square" }, { "slug": "prozess-dokumentierer", "category": "assistent", "name": "The Process Documenter", "teaser": "Captures undocumented business processes through a structured interview and turns them into clear, visual process documentation with steps, decision points and responsibilities.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "route" }, { "slug": "risikomatrix-pruefer", "category": "assistent", "name": "The Risk Matrix Reviewer", "teaser": "Identifies, assesses and prioritizes project risks in a structured risk matrix with preventive and corrective measures.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "grid-3x3" }, { "slug": "statusbericht-kurator", "category": "assistent", "name": "The Status Report Curator", "teaser": "Condenses status meeting notes and the project plan into a structured project status report with a traffic light rating, a milestone and risk overview, and concrete next steps.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "clipboard-check" }, { "slug": "verhandlungs-stratege", "category": "assistent", "name": "The Negotiation Strategist", "teaser": "Analyzes a supplier quote along with its market context and develops a concrete, ready-to-use negotiation strategy with goals, levers, arguments and fallback positions.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "handshake" } ] }