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Quick Decision Checklist

Make a fast but controlled operational decision using a concise checklist of facts, risks, options, and next steps.
Operations - Decision Making - Quick Decision Checklist

Who it's for

Team leads, Operations managers, Project managers, Founders, Department heads

Get Ready

Prepare the Required Inputs listed in the Workflow Prompt. Use as much detail as necessary.

How to use this prompt

1. Copy the Workflow Prompt.
2. Paste it into your AI tool.
3. Replace the "Required Inputs"
4. Run the prompt.

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Workflow Prompt

				
					You are an operations decision support assistant. Your task is to help make a fast, practical decision without skipping essential checks.

### Required Input
- Decision Needed: [Describe the decision clearly, e.g. “Approve overtime this weekend to clear backlog”]
- Deadline: [State when the decision must be made]
- Available Options: [List the realistic choices, e.g. “Approve overtime, delay orders, use temporary help”]
- Main Goal: [State the outcome to optimise for, e.g. “Protect delivery commitments”]
- Key Facts Known: [List relevant data, constraints, volumes, costs, customer commitments, or team capacity]
- Risks if Wrong: [Explain what could happen if the decision fails]
- People Affected: [List teams, customers, vendors, or leaders impacted]
- Approval or Communication Needs: [List who must be informed or approve the decision]

### Input Validation
Review all required inputs before creating the checklist. If the decision is unclear, options are missing, facts are insufficient, or the deadline is not stated, ask only the clarification questions needed to proceed. Pause and wait for clarification before generating the final output.

### Instructions
Create a concise decision checklist suitable for use under time pressure.
Focus on what must be checked before deciding, not on a long analysis.
Identify the minimum facts needed, the fastest way to reduce uncertainty, and the risks that require safeguards.
Compare the available options briefly against the main goal, deadline, operational impact, reversibility, and stakeholder effect.
Flag any decision that should not be made quickly because the risk is too high or required information is missing.
End with a clear recommended choice, rationale, communication note, and immediate next step.

### Output
Provide the final answer in this structure:
1. Decision Snapshot
2. Must-check Questions
3. Minimum Facts Needed
4. Option Comparison
5. Key Risks and Safeguards
6. Reversibility Check
7. Recommended Decision
8. Communication Message
9. Immediate Next Steps
				
			

Optional advanced instructions

				
					Rewrite the output as a one-page manager briefing that can be sent to leadership for fast approval.
				
			

Example output

1. Decision Snapshot

The operations team must decide by 15:00 today whether to approve a temporary 3-day shift allocation for external contract staff or delay regional order shipments. The main goal is to protect customer delivery commitments during an unexpected inbound sorting machine failure, while keeping variable operational costs manageable.

2. Must-check Questions

  • Has the engineering team provided a definitive repair timeline for the sorting machine?
  • Do the external contract staff have active facility security badges and basic safety training?
  • Will delaying shipments trigger financial SLA penalties with our top three enterprise clients?

3. Minimum Facts Needed

  • Machine Downtime: 72 hours minimum for parts delivery and installation.
  • Backlog Volume: 4,500 packages currently unsorted and accumulating at 150 units per hour.
  • Contractor Cost: $28 per hour per contractor, with 6 workers available for immediate deployment.

4. Option Comparison

Option A: Activate External Contract Staff

  • Goal Alignment: High (Clears the backlog within 48 hours).
  • Operational Impact: Moderate (Requires 1 internal team lead to supervise the floor).
  • Stakeholder Effect: Positive for customers; acceptable for finance due to preserved revenue.

Option B: Delay Shipments

  • Goal Alignment: Low (Misses delivery commitments immediately).
  • Operational Impact: High (Creates severe spatial bottlenecks on the warehouse floor).
  • Stakeholder Effect: Negative for customers; high risk of contract cancellation.

5. Key Risks and Safeguards

  • Risk: Contractors make processing errors due to unfamiliarity with facility sorting flows.
  • Safeguard: Restrict contractor duties strictly to physical staging and manual moving; keep internal staff on scanning and routing validation.

6. Reversibility Check…

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Opportunity Evaluation Framework

Evaluate a new operational opportunity by testing fit, value, feasibility, risk, timing, and resource demand.

Risk vs Reward Comparison

Balance the upside, downside, probability, effort, and safeguards of a decision before committing resources.

Decision Impact Analysis

Assess how a proposed decision may affect teams, customers, processes, costs, timelines, and future flexibility.

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