Marketing Process Documentation AI Prompt
Marketing AutomationbeginnerClaude 3.5 Sonnet or GPT-4o. Both excel at creating clear, structured documentation with logical flow. Claude is slightly better at anticipating edge cases and troubleshooting scenarios. GPT-4o produces more concise formatting that's easier to scan.
When to Use This Prompt
Use this prompt when you're scaling a marketing team, onboarding new staff, or standardizing processes that currently live only in people's heads. It's especially valuable when you need to reduce execution errors, speed up training, or create accountability around how work gets done.
The Prompt
I need you to create clear, step-by-step documentation for a marketing process. This documentation will be used by [TEAM SIZE] team members with varying levels of experience, so it needs to be accessible and easy to follow.
Process to Document: [PROCESS NAME]
Current Pain Points: [DESCRIBE ANY ISSUES OR INEFFICIENCIES]
Tools Used: [LIST TOOLS/PLATFORMS]
Target Audience: [DESCRIBE WHO WILL USE THIS]
Please create documentation that includes:
1. **Overview** - A 2-3 sentence summary of what this process does and why it matters
2. **Prerequisites** - What team members need before starting (access, skills, data)
3. **Step-by-Step Instructions** - Numbered steps with clear actions and expected outcomes
4. **Decision Points** - Where team members might need to make choices, with guidance
5. **Common Issues & Solutions** - 3-4 troubleshooting scenarios
6. **Timeline** - How long each major phase typically takes
7. **Success Metrics** - How to know the process worked
8. **Quick Reference Checklist** - A one-page checklist for quick execution
Format the documentation in a way that's easy to scan and reference. Use bold for important terms and bullet points for lists. Include placeholders in [BRACKETS] where team members need to customize with their own data.
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Tips for Best Results
- 1.Replace [BRACKETS] with specific details about your actual process—generic documentation won't resonate with your team. Include real tool names, actual timelines, and your specific metrics.
- 2.Ask the AI to create a companion video script or training outline after generating documentation. This creates multiple learning formats for different team members.
- 3.Request a 'common mistakes' section in addition to the standard documentation. This helps new team members avoid costly errors faster.
- 4.Have the AI generate a one-page quick reference guide separately. Teams rarely reference long documents—they need something they can print and tape to their monitor.
Example Output
# Email Campaign Launch Process Documentation
## Overview
This process ensures consistent, high-quality email campaigns are deployed on schedule with proper testing and compliance checks. It reduces errors and ensures brand consistency across all customer communications.
## Prerequisites
- Access to [EMAIL PLATFORM]
- Approval from [APPROVAL AUTHORITY]
- Copy and creative assets finalized
- Segmentation list validated
## Step-by-Step Instructions
1. **Gather Assets** - Collect email copy, subject lines, images, and CTA buttons in [SHARED FOLDER]
2. **Set Up Campaign** - Create new campaign in [PLATFORM], name it [DATE]-[CAMPAIGN-NAME]
3. **Build Audience** - Upload or select segmented list, verify count matches expected audience
4. **Design Email** - Use approved template, insert copy and images, ensure mobile responsiveness
5. **Create Test List** - Add 5-10 internal email addresses for testing
6. **Send Test** - Deploy to test list, review rendering across devices
7. **Final Review** - Legal/compliance review for [INDUSTRY] requirements
8. **Schedule Send** - Set send time for [OPTIMAL-TIME], confirm timezone
9. **Monitor Performance** - Check delivery rate within first hour
## Decision Points
- **If open rate is below 15%**: Review subject line effectiveness, consider resend with different subject
- **If unsubscribe rate exceeds 0.5%**: Audit list quality and relevance
## Timeline
- Asset gathering: 2-3 days
- Design & build: 1-2 days
- Testing & revisions: 1 day
- Approval: 1 day
- Total: 5-7 days before send
## Success Metrics
- Delivery rate: >98%
- Open rate: >15%
- Click-through rate: >2%
- Unsubscribe rate: <0.5%
## Quick Reference Checklist
☐ Assets collected and organized
☐ Campaign created with correct naming convention
☐ Audience segmented and verified
☐ Email designed and proofed
☐ Test emails sent and reviewed
☐ Compliance review completed
☐ Send time scheduled
☐ Monitoring plan in place
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Get the Full AI Marketing Learning Path
Courses, workshops, frameworks, daily intelligence, and 6 proprietary tools — built for marketing leaders adopting AI.
Trusted by 10,000+ Directors and CMOs.