Write a cover guide for when I'm out of office
A clear handover guide so whoever covers for me can manage my executive's calendar, inbox, and priorities without calling me.
The prompt
Help me write a cover guide for the person covering my role while I'm away.
Dates I'm away: [DATES]
Who is covering: [NAME/ROLE and how familiar they are with my executive]
My executive's key commitments during this time: [meetings, travel, deadlines]
My regular tasks: [daily, weekly, ad hoc]
Systems and access: [calendar, inbox, expense tool, travel booking - note access to be granted, not passwords]
Key people: [who contacts my executive most, and how to handle each]
Write the guide with:
1. The essentials page: the 5 things that must not go wrong while I'm away.
2. Executive preferences: scheduling rules, meeting buffers, how they like information, communication style, pet hates.
3. Calendar and inbox: what to accept, decline, or hold for my return; urgent escalation rules.
4. Daily and weekly routine: a checklist by day.
5. Upcoming events: table - date | event | status | what's still to do.
6. Contacts: name | role | why they call | how to handle.
7. If something goes wrong: who to ask before contacting me, and when it's OK to contact me.
Don't include passwords or confidential personal details; write [ACCESS VIA IT REQUEST] instead. Keep it scannable.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Projects & Operations prompts
What to fill in
- DATES
- NAME/ROLE and how familiar they are with my executive
- meetings, travel, deadlines
- daily, weekly, ad hoc
- who contacts my executive most, and how to handle each
- ACCESS VIA IT REQUEST
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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