15 AI Prompts Every Manager Should Be Using

Managers have always worn a lot of hats.

They’re expected to lead teams, deliver projects, coach individuals, communicate effectively and make informed decisions, all while keeping up with an inbox and a to-do list that never seems to stop growing.

Now, they’re also being asked to embrace AI.

Microsoft 365 Copilot is changing the way many organisations work, but its success depends on more than simply assigning licences. Managers play a vital role in adoption because their teams will often follow their lead. If managers use AI confidently and responsibly, employees are far more likely to do the same.

The good news is that you don’t need to be an AI expert to start seeing value. Some of the biggest time savings come from the everyday tasks that managers complete every single week.

Here are 15 prompts that can help you work more efficiently, communicate more clearly, and spend less time on administration, giving you more time to focus on your people.

So sit down, open Loop, OneNote, or even your Copilot Prompt Gallery, and simply copy and paste the ones you love.

 

1. Prepare me for my next meeting

Walking into a meeting without context can waste valuable time. Instead of searching through emails, Teams chats and documents, ask Copilot to bring everything together.

Prompt

“Prepare me for my meeting with [person or team]. Summarise previous conversations, recent emails, shared documents, outstanding actions and anything I should know before we meet.”

You’ll start meetings feeling informed and ready to contribute from the very beginning.

2. Summarise a long email conversation

We’ve all opened an email thread with dozens of replies and wondered where to begin.

Prompt

“Summarise this email conversation. Highlight the key decisions, outstanding actions and any unresolved questions.”

Rather than reading every message, you can quickly understand what matters most.

 

3. Turn meeting notes into action points

Great meetings are only valuable if people leave knowing what happens next.

Prompt

“Review these meeting notes and create an action list. Include owners, deadlines and any follow-up actions.”

It’s an easy way to make meetings more productive and improve accountability.

 

4. Draft constructive feedback

Providing feedback is one of the most important parts of being a manager, but finding the right words can sometimes be difficult.

Prompt

“Help me draft constructive feedback for a team member. Keep the tone supportive, professional and focused on development.”

Remember, AI should help you structure your thoughts, not replace your judgment. Always personalise feedback before sharing it.

 

5. Explain something in plain English

Managers often need to communicate complex ideas to different audiences.

Prompt

“Rewrite this explanation in plain English for a non-technical audience while keeping the key information.”

Clear communication reduces confusion and helps everyone stay aligned.

6. Write a project update

Weekly updates don’t need to take half an hour.

Prompt

“Using these notes, write a concise project update that covers progress, achievements, current risks and next steps.”

Copilot creates the first draft, leaving you to add your own insights before sending it.

 

 

7. Help me prioritise my day

Some mornings it’s difficult to know where to begin.

Prompt

“Review my calendar, emails and tasks. Suggest my top priorities for today and explain why they should come first.”

This can help you focus on high-value work rather than simply reacting to new emails.

 

8. Improve internal communication

Whether you’re announcing a new process or sharing an update, clarity matters.

Prompt

“Rewrite this message so it is engaging, easy to understand and appropriate for all employees.”

Small improvements in communication often lead to much better engagement.

 

9. Thinking of some new ideas

Sometimes you simply need somewhere to start.

Prompt

“Generate ten ideas for improving [process or challenge]. Include quick wins alongside longer-term improvements.”

Think of AI as a brainstorming partner rather than someone providing the final answer.

 

10. Prepare for a one-to-one

Great one-to-ones are about meaningful conversations, not ticking boxes.

Prompt

“Help me prepare for my one-to-one with [employee]. Suggest discussion topics based on recent work, achievements and outstanding actions.”

Having a structured conversation helps employees feel supported and recognised.

 

11. Compare two documents

Reviewing multiple versions of a document can be time-consuming.

Prompt

“Compare these two documents and summarise the key differences, including additions, removals and changes.”

This is particularly useful when reviewing project proposals, policies or contracts.

 

12. Create a first draft

Blank pages can be intimidating.

Prompt

“Write the first draft of an announcement about [topic]. Keep it professional, friendly and under 250 words.”

Starting with a draft is often much quicker than starting from scratch.

 

13. Identify potential risks

Managers are constantly balancing opportunities with potential challenges.

Prompt

“Review this project plan and identify possible risks, assumptions and dependencies that could affect delivery.”

A second perspective can help you identify issues before they become problems.

 

14. Build a meeting agenda

Too many meetings start without a clear purpose.

Prompt

“Create a 45-minute meeting agenda for discussing [topic]. Include timings, objectives and expected outcomes.”

A structured agenda helps everyone arrive prepared and keeps discussions focused.

 

15. Become a better coach

The best managers don’t simply solve problems for their teams. They help people solve problems themselves.

Prompt

“Suggest coaching questions I could ask an employee who is struggling with [challenge]. Focus on encouraging reflection rather than providing answers.”

AI can help managers become better coaches by prompting more thoughtful conversations.

 

Getting better results from Copilot

One of the biggest misconceptions about AI is that you need the perfect prompt. In reality, good prompts simply provide enough context.

Whenever possible, tell Copilot:

• Who the audience is.
• What outcome you’re trying to achieve.
• The tone you’d like it to use.
• Any important background information.
• The format you’d like the response in.

For example, instead of writing:

“Write an email.”

Try:

“Write a friendly email to my project team announcing the launch of our new SharePoint site. Keep it under 200 words, explain three key benefits and finish by encouraging everyone to explore the new resources.”

The more context you provide, the more relevant the response will be.

 

AI should create more time for leadership

The most successful managers aren’t using AI to avoid work. They’re using it to remove repetitive tasks that take time away from leading their teams.

Whether it’s preparing for meetings, summarising information, improving communication or organising actions, Microsoft 365 Copilot can help managers focus on what matters most: supporting people, making informed decisions and driving meaningful outcomes.

Ultimately, AI won’t replace good managers. But managers who know how to use AI effectively will be better equipped to lead modern teams.

If your organisation is looking to help managers adopt Microsoft 365 Copilot with confidence, Changing Social works with organisations across the UK to turn AI investment into real business value. Through practical training, adoption programmes and role-based learning, we help leaders and their teams build the confidence to make AI part of everyday work.