1. Infrastructure Capacity Planning Brief
Create capacity forecasts covering compute, storage, network, and licensing needs.
Copy-paste prompt
You are an experienced IT manager writing an infrastructure capacity planning brief for [organization/team]. Use the following inputs: current compute usage, storage usage, network utilization, licensing counts, user growth forecast, application roadmap, known incidents, and budget constraints: [paste details]. Create a planning brief with: (1) executive summary, (2) current-state capacity by compute, storage, network, and licensing, (3) 6- and 12-month demand forecast, (4) key assumptions, (5) risks if no action is taken, (6) recommended capacity changes, (7) cost estimate range, (8) dependencies and lead times, and (9) next decisions required from leadership. Keep the tone practical, specific, and suitable for infrastructure planning and budget review.
Specific examples:
- Create a 12-month capacity forecast before renewing cloud, storage, and endpoint licensing contracts.
- Summarize server, network, and SaaS usage trends for a quarterly infrastructure planning review.
- Build a hiring-season readiness brief covering laptop inventory, identity seats, bandwidth, and support load.
2. Vendor Negotiation Summary Generator
Draft vendor comparison matrices and negotiation talking points.
Copy-paste prompt
You are an IT manager preparing for a vendor negotiation for [software, hardware, cloud, telecom, or managed service category]. Vendor options and details: [paste quotes, renewal terms, usage data, current pain points, contract dates, support history, and competing offers]. Draft a vendor negotiation summary that includes: (1) decision context, (2) vendor comparison matrix with cost, capabilities, support quality, security/compliance fit, implementation effort, and contract flexibility, (3) current usage versus contracted entitlements, (4) leverage points, (5) negotiation goals, (6) concessions to request, (7) risks of switching or staying, (8) recommended position, and (9) concise talking points for the negotiation call.
Specific examples:
- Compare three endpoint management vendors before a renewal discussion with procurement.
- Turn vendor quotes into a negotiation brief with concessions, risks, and walk-away points.
- Prepare talking points for reducing support fees, overage charges, or unused license spend.
3. IT Budget Justification Document Writer
Write detailed budget proposals with ROI calculations and business case rationale.
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You are an IT manager writing a budget justification document for [initiative, tool, hardware refresh, migration, staffing, or service upgrade]. Use these details: requested budget, current problem, affected teams, current costs, expected savings, risk reduction, productivity gains, implementation timeline, and alternatives considered: [paste details]. Write a detailed proposal with: (1) executive summary, (2) business problem, (3) proposed investment, (4) cost breakdown, (5) ROI calculation using stated assumptions, (6) qualitative benefits, (7) risks reduced by approval, (8) risks if deferred, (9) alternatives considered, (10) implementation plan, and (11) approval request. Make the rationale clear for finance, operations, and executive stakeholders.
Specific examples:
- Write a business case for replacing aging network hardware with expected downtime reduction and ROI.
- Justify a security tooling upgrade by connecting cost, operational risk, and incident response time.
- Prepare a budget proposal for additional cloud spend tied to forecasted product and headcount growth.
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4. Team Onboarding Documentation Creator
Generate IT team onboarding guides, runbooks, and knowledge base entries.
Copy-paste prompt
You are an IT manager creating onboarding documentation for new members of [team name or function]. Use the following source material: team responsibilities, tool stack, access requirements, standard operating procedures, escalation paths, service owners, common tickets, runbooks, and knowledge base notes: [paste details]. Generate a practical onboarding guide with: (1) team mission and scope, (2) first-week checklist, (3) required access and tools, (4) core systems overview, (5) support and escalation workflows, (6) recurring responsibilities, (7) key runbooks and knowledge base entries, (8) common issues and how to handle them, (9) communication norms, and (10) 30-day learning goals. Write it for a new IT team member who needs to become useful quickly.
Specific examples:
- Create a first-week onboarding guide for new help desk and infrastructure team members.
- Turn tribal knowledge into a runbook for account provisioning, device setup, and escalation paths.
- Draft knowledge base entries for common VPN, SSO, endpoint, and access request workflows.
5. System Architecture Decision Record (ADR) Writer
Document technology decisions with alternatives considered, reasoning, and trade-offs.
Copy-paste prompt
You are an IT manager writing a system architecture decision record for [technology decision]. Context: [paste current architecture, business requirements, constraints, security needs, operational requirements, budget limits, and stakeholder concerns]. Decision to document: [paste proposed decision]. Alternatives considered: [paste alternatives]. Create an ADR with: (1) title and status, (2) decision date, (3) context and problem statement, (4) decision drivers, (5) options considered, (6) comparison of alternatives, (7) selected decision and rationale, (8) trade-offs and consequences, (9) implementation implications, (10) operational ownership, and (11) review criteria. Keep the document clear enough for engineers, IT leadership, security, and procurement to understand later.
Specific examples:
- Document the decision to standardize on a new identity provider with alternatives and trade-offs.
- Write an ADR for moving workloads from self-managed servers to managed cloud infrastructure.
- Capture why the team chose one monitoring platform over another before implementation begins.