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Write a sponsor status email with a color, reasons and one ask

  • For Project managers
  • You practice Saying who it's for
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Write the weekly status email to your sponsor, Hanna Voss, in plain text, under 130 words. Subject line first. Line 2 reads Overall: Amber (or Red or Green according to the rule in the notes). Then exactly two reasons as dash lines, and one ask with a date. Say nothing about team morale and do not use the words concerns or challenges.

Common mistakes when you ask AI for this

  • Wrong color. The AI says Green or Red. Try: Say: "Apply the rule: a slipped milestone with the launch holding is Amber."
  • Too many reasons. The AI lists five issues. Try: Say: "Exactly two reasons."
  • Vague ask. The AI asks for 'support'. Try: Say: "Ask Hanna for the CTO call before Nov 13."
  • Banned words. The AI uses 'concerns' or 'challenges'. Try: Say: "Don't use concerns or challenges."
  • Markdown. The AI bolds the color. Try: Say: "Plain text."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each line: "each line under 25 words."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each part instead, for example: "each line under 12 words."

What a strong prompt includes

  • Overall line
  • Two reasons
  • Ask with date
  • Rule
  • Bans

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