YOUR A.I. DIRECTOR
OF OPERATIONS
PART 1 OF 2 — YOUR VOICE & BASICS
Train it once. Get back an hour a day. The more you give it, the better it sounds like you.
The Basics
Your Writing Voice
SHAWNA SUCKOW — The Buyer Insider
For more small business resources, visit www.thebuyerinsider.com/vault

Continue to Page 2 → Tasks, Business Context & Boundaries

YOUR A.I. DIRECTOR
OF OPERATIONS
PART 2 OF 2 — TASKS & CONTEXT
The more specific you are here, the less you'll ever have to explain yourself twice.
Tasks You Hate (Check All That Apply)
Your Business Context
Boundaries
SHAWNA SUCKOW — The Buyer Insider
For more small business resources, visit www.thebuyerinsider.com/vault

Done with Pages 1 & 2? Print all pages to PDF → then follow Page 3 to build your GPT in ChatGPT.

BUILD YOUR A.I. DIRECTOR
OF OPERATIONS IN CHATGPT
7 steps to create a Custom GPT that drafts in your voice, for your business, every time.

Your A.I. Director of Operations handles the writing tasks you dread most — in your voice, for your audience, with your standards. Set it up once and you'll never stare at a blank email again.

1
LOG IN TO CHATGPT → EXPLORE GPTs → + CREATE → CONFIGURE TAB

Go to chat.openai.com. In the left sidebar, click Explore GPTs, then + Create. Click the Configure tab at the top. You need ChatGPT Plus ($20/mo) to save Custom GPTs.

2
NAME IT: "[YOUR BUSINESS] DIRECTOR OF OPERATIONS" OR "MY AI OPS MANAGER"

Give it a name you'll recognize instantly. Add a description like: "Drafts emails, proposals, contracts, estimates, and policies in my voice."

3
PASTE YOUR INSTRUCTIONS

In the Instructions field, paste this — then customize the bracketed parts:

  • "You are my Director of Operations. You know my business [name], my voice, my customers, and my writing style."
  • "When I ask you to draft anything — emails, proposals, contracts, estimates, policies — you write in my voice, for my audience, and to my standards."
  • "Never be generic. Always be specific to my business context. Ask clarifying questions if you need more detail before drafting."
4
UPLOAD THIS COMPLETED WORKSHEET AS A PDF

Under Knowledge, click Upload files and upload your completed Page 1 as a PDF. This gives your GPT everything it needs to know about your voice, your business, and your standards.

5
UPLOAD EXISTING TEMPLATES, PROPOSALS, OR SAMPLE EMAILS

The more examples you give it, the better it learns your style. Upload your best proposal, a few strong emails, your standard contract, any document you're proud of. It learns by example.

Tip: 3–5 good examples beats 20 mediocre ones.

6
UNDER CAPABILITIES: TURN ON WEB BROWSING IF YOU WANT IT TO RESEARCH CONTACTS

Web Browsing lets your GPT look up company info, LinkedIn profiles, or news before drafting outreach emails. Great for proposals to new prospects. Toggle it on or off based on your needs.

7
SAVE → TEST WITH: "DRAFT A FOLLOW-UP EMAIL TO A PROSPECT WHO WENT QUIET AFTER OUR ESTIMATE"

Click Save and choose Only me. Then open your GPT and test it with a real scenario. Check that it sounds like you — not a robot. If it's too generic, go back and add more examples to Knowledge.

STARTER QUESTIONS TO GET YOU GOING

"Draft a proposal for [describe the job]"
"Write a follow-up email to [describe situation]"
"Create an onboarding checklist for new clients"
"Draft a policy for [describe situation]"
"Write a job posting for [role]"
"Create a contract clause for [situation]"
SHAWNA SUCKOW — The Buyer Insider
For more small business resources, visit www.thebuyerinsider.com/vault
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Questions? Ask ChatGPT for help if you hit a snag. Want my team to build this FOR you? Email info@thebuyerinsider.com — $97 for this tool or the full AI stack setup (all five tools) for $397.

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Questions? Ask ChatGPT for help if you hit a snag. Want my team to build this FOR you? Email shawna@thebuyerinsider.com — $97 for this tool or the full AI stack setup (all five tools) for $397.

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