Weekly team report prompt: free ChatGPT template
Updated · By Robert Breen
To write a weekly team report with ChatGPT, paste this week's numbers, last week's numbers and your notes into the prompt below. You get a short report for the owner or your manager: what moved, what went well and what didn't. It shows both numbers every time it compares, so you can check the math in seconds.
It is also told not to explain a change unless your notes explain it. "Calls were up because of the cold snap" sounds helpful and may be pure invention. Reporting on your own work instead of a team's? Use the weekly status email to manager prompt. For the month view with targets, use the monthly operations report prompt.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are the office manager at [BUSINESS], writing the weekly report the owner reads on [DAY]. Context: This week's numbers and notes: [THIS WEEK]. Last week's numbers: [LAST WEEK]. Use only these. Whenever you compare, show both numbers, like "31, up from 27," so I can check the math. Don't give a reason a number moved unless my notes give one. Task: Write the report: the three numbers that changed most, what went well, what went wrong, and the plan for next week from my notes. Flag any number that looks off or is missing. Format: Under 200 words. Sections: Numbers, Went well, Problems, Next week, Check these. Numbers as short lines showing both weeks. No charts and no emoji.
Fill in the blanks
[BUSINESS]- Your business name and what it does.
[DAY]- When the owner reads it. "Monday morning" tells the AI to keep it short.
[THIS WEEK]- This week's counts, each with a label, plus your notes on wins, problems, causes you know and next week's plan.
[LAST WEEK]- The same counts for last week, with the same labels, so every comparison is like for like.
Example, filled in
A made-up example from the free lesson Build an AI Customer Follow-Up Agent for Plumbers. Blue Maple Plumbing is the made-up plumbing company in the customer follow-up agent lesson. The office started using the follow-up agent this week, and the owner wants the Monday report. All numbers are made up for the example.
Role: You are the office manager at Blue Maple Plumbing, a residential plumbing company, writing the weekly report the owner reads on Monday morning. Context: This week's numbers and notes: 46 service calls completed, 6 emergency calls (2 after hours), 38 follow-up messages sent, 3 callbacks for repeat leaks, 5 new reviews. Notes: we started using the follow-up agent on Tuesday. One water heater install moved to Thursday because the part is backordered. Two of the callbacks were the same kitchen faucet model. Next week: order spare cartridges for that faucet. Last week's numbers: 41 service calls, 4 emergency calls, 29 follow-up messages, 1 callback, 2 new reviews. Use only these. Whenever you compare, show both numbers, like "31, up from 27," so I can check the math. Don't give a reason a number moved unless my notes give one. Task: Write the report: the three numbers that changed most, what went well, what went wrong, and the plan for next week from my notes. Flag any number that looks off or is missing. Format: Under 200 words. Sections: Numbers, Went well, Problems, Next week, Check these. Numbers as short lines showing both weeks. No charts and no emoji.
What a good answer looks like
- Lines like "Follow-ups sent: 38, up from 29" and "Callbacks: 3, up from 1."
- The follow-up jump tied to the agent starting Tuesday, because your notes say so, and no reason given for the extra emergency calls, because they don't.
- Problems that name the two faucet callbacks and the backordered water heater part.
- "Check these" asking about after-hours calls last week, since that number is missing.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Redo every comparison yourself. "Up from" and "down from" are easy to flip, and percentages are easy to get wrong, which is why the prompt asks for both raw numbers.
- Read the report for "because." Every reason should trace to a line in your notes.
- Make sure the three "changed most" numbers really changed most. Models sometimes pick the most interesting ones instead.
- Fill or explain anything under "Check these" before the owner reads it.
Practice it in the free lesson
Run a Weekly Ops Review Where Every Task Has an Owner using ChatGPT: Turn a weekly operations and vendor review into the decisions, the next steps with owners and dates, the risks to watch and a team recap, without turning a vendor's "should" into a promise. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Build an AI Customer Follow-Up Agent for Plumbers · Summarize a Meeting Transcript with ChatGPT
Terms used here
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Frequently asked questions
- What should a weekly team report include?
- This week's key numbers next to last week's, what went well, what didn't, open problems and next week's focus. Give a reason for a change only when someone actually knows it.
- How do I write a weekly report for the owner with ChatGPT?
- Paste both weeks' numbers and your notes, tell it to show both numbers in every comparison and to explain changes only from your notes. Then check each comparison before you send it.
- What is the difference between a weekly team report and a weekly status email?
- A team report covers the team's numbers for the owner. A status email covers your own work for your manager: what you finished, what slipped and what you need.