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Free resource · The Owner’s Claude Playbook

Ten ways to put Claude to work in your business this week

A one-time setup and ten plays you and your team can run today: email, meeting notes, proposals, SOPs, contracts and your numbers. Each one comes with a prompt you can copy, and none of it needs code.

Free. The first four plays are open below.

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Before you start

Set Claude up once, then every play gets better

Most owners try Claude in a blank chat, get a generic answer and decide it isn’t useful. The difference is context. Twenty minutes of setup means Claude already knows your business, your services and how you write before you ask it anything.

01

Pick the right plan

For yourself, a paid individual plan is enough. If your staff will use it, put them on a Team plan: everyone gets their own seat, you can share projects across the company, and business data is handled under commercial terms.

Whatever plan you choose, open the privacy settings and confirm how your conversations are used before anyone pastes in client work.

02

Build a Project for your business

A Project is a workspace with its own files and standing instructions. Create one called “Our company” and upload:

  • A one-page overview: what you sell, to whom, where
  • Your service list and pricing sheet
  • Five or six emails you wrote that sound like you
  • Your top 20 customer questions with your answers
03

Write the standing instructions

Paste this into the Project’s instructions and fill in the brackets. Every chat inside the Project starts from it.

Show the Project instructions template
Project instructions
You work for [Company], a [type of business] in [city] serving [who your customers are]. We have [number] employees and I am the [owner / title].

How we write: plain, direct and friendly. Short paragraphs. No buzzwords, no exclamation marks, no "I hope this finds you well." Match the tone of the sample emails in this project.

What matters to us: [e.g. fast replies, clear pricing, never overpromising on timelines].

When I ask for something:
- Use the files in this project before general knowledge.
- If something important is missing, ask me up to three questions before you start.
- Never invent prices, dates, policies or names. Leave a [bracket] where you need me to fill something in.
- Give me the finished draft first and any explanation after.
The ten plays

Work you already do, done in a fraction of the time

Run each of these inside your company Project. Copy the prompt, replace the brackets and paste in your material. Pick the two that eat the most of your week and start there. The first four are open; the rest unlock with your email.

01
Owner · Office manager

Clear your inbox in one pass

Paste in the emails waiting on you (or connect your email account if your plan supports it) and get them sorted by what needs you, with replies drafted in your voice for the rest.

Show the prompt
Prompt
Below are the emails waiting on me. Sort them into three groups:
1. Needs my decision today
2. Can be answered with a standard reply
3. No reply needed

For group 2, draft each reply in my voice. For group 1, give me a one-line summary of what's being asked and what I need to decide.

[paste emails]

Tip: read every draft before it goes out. Claude writes the first version, you own the send.

02
Owner · Managers

Turn any meeting into notes and next steps

Most video tools and phone apps can produce a transcript. Paste it in and get decisions, owners and deadlines, plus a follow-up email ready to send to everyone who was there.

Show the prompt
Prompt
Here is the transcript of our [meeting type] on [date]. Give me:
- Decisions made
- Action items as a table: task, owner, due date
- Open questions nobody answered
- A short follow-up email to the attendees summarizing the above

Only include what was actually said. If an owner or date wasn't stated, write "unassigned."

[paste transcript]

Tip: tell people you’re recording, and check your state’s consent rules for calls with customers.

03
Owner · Operations

Write the SOP nobody has time to write

Talk through how a job gets done, using voice dictation on your phone, as messy as you like. Claude turns it into a numbered procedure a new hire can follow, and flags the steps you skipped.

Show the prompt
Prompt
Below is a rough description of how we [process, e.g. onboard a new client]. Turn it into a standard operating procedure:
- Purpose in one sentence
- Who does it and what tools they need
- Numbered steps, one action per step
- What "done" looks like
- Common mistakes to avoid

Then list any gaps where a new employee would get stuck and ask me about them.

[paste or dictate the process]

Tip: have the person who actually does the job read it back. They will catch what you left out.

04
Owner · Sales

Draft proposals from the ones you’ve already won

Upload two or three past proposals that closed. Give Claude your notes from the new prospect and it drafts a proposal in the same structure and tone, tailored to what this customer said.

Show the prompt
Prompt
The attached proposals are ones we won. Using the same structure and tone, draft a proposal for [prospect name], a [type of business].

What they told us: [pain points, goals, timeline, budget signals]
What we're proposing: [scope in a few bullets]

Open with their problem in their words, not with our company history. Leave [PRICE] and [START DATE] as placeholders.

Tip: keep pricing out of the prompt and add it yourself. Claude leaves brackets where the numbers go.

Plays 5 to 10

Unlock the remaining six prompts

Sales-call prep, contract review, your financials, hiring, customer replies and decision-making. Enter your email and they open on this page, and we’ll send you a copy of the playbook.

Free. One email now and a few short follow-ups. Unsubscribe at any time.

All ten prompts are unlocked. A copy of the playbook is on its way to your inbox.

05
Owner · Sales

Prepare for any sales call in five minutes

With web search turned on, Claude reads the prospect’s website and recent public news and gives you a one-page brief: what they do, what’s probably on their mind, and the questions worth asking.

Show the prompt
Prompt
I have a call with [name, title] at [company, website] on [date]. Search the web and give me a one-page brief:
- What the company does, its size and who it serves
- Anything notable in the last 12 months (growth, hires, new locations, news)
- Three problems they likely have that we solve
- Five questions I should ask
- One thing I should not say

Link your sources.

Tip: ask for sources and click one or two. Search results can be out of date.

06
Owner

Read the contract before you sign it

Upload a vendor agreement, lease or customer contract and get the terms that matter in plain English: auto-renewals, cancellation windows, liability, payment terms and anything unusual.

Show the prompt
Prompt
Review the attached [contract type] from the point of view of [my company], the [buyer / vendor / tenant]. In plain English, list:
- What we're committing to and for how long
- Every cost, fee and payment term
- How either side can cancel, and any auto-renewal
- Liability, indemnity and insurance requirements
- Anything unusual or one-sided compared with a typical contract like this

Quote the section number for each point. Then give me five questions to ask before signing.

Tip: this gets you to a sharper conversation with your attorney faster. It is not legal advice and doesn’t replace one.

07
Owner · Bookkeeping

Ask your numbers questions in plain English

Export a P&L, a sales report or a job list to a spreadsheet and upload it. Ask what changed, which customers or services drive your margin, and where costs are creeping up. Claude can chart it too.

Show the prompt
Prompt
The attached file is our [P&L / sales report] for [period]. Act as a CFO reviewing it for a busy owner.
1. Summarize the three most important things in it
2. Compare [this period] with [last period] and explain the biggest changes
3. Which [services / customers / job types] make us the most and least margin?
4. What would you want to look into next?

Show your calculations so I can check them, and chart anything that's easier to see than read.

Tip: remove account numbers and personal details before uploading. Check any figure you plan to act on against the source report.

08
Owner · Hiring manager

Write the job post and the interview plan

Describe the role and the person who’d be great at it. Get a job post that reads like a real company wrote it, a phone-screen script and an interview scorecard so every candidate is judged the same way.

Show the prompt
Prompt
We're hiring a [role] in [location], [full-time / part-time], paying [range]. Day to day they will [duties]. The best person for this job [traits, experience].

Write:
1. A job post under 350 words, plain and specific, no clichés
2. A 15-minute phone-screen script with 6 questions
3. An interview scorecard: 5 criteria, what a 1, 3 and 5 look like for each

Tip: use Claude to structure your hiring, and keep the decisions about people with people.

09
Front desk · Customer service

Answer the same questions the same way, every time

Turn your top customer questions into an approved reply library your whole team uses, so the answer about pricing, scheduling or refunds doesn’t depend on who picks up the email.

Show the prompt
Prompt
Here are the questions customers ask us most, with how we usually answer. Build a reply library:
- Group the questions by topic
- For each, write a short email reply and a one-line text-message version
- Use our policies exactly as written. Where our answer is unclear or inconsistent, flag it instead of guessing

[paste questions and your current answers]

Tip: save the finished library as a file in your company Project so every future draft uses it.

10
Owner

Pressure-test a decision before you make it

Hiring, a price increase, a new location, dropping a service. Lay out the decision and have Claude argue both sides, find the assumptions you haven’t checked and tell you what would change its mind.

Show the prompt
Prompt
I'm deciding whether to [decision]. Context: [numbers, constraints, what's driving it]. I'm leaning toward [option].

Don't just agree with me.
1. Make the strongest case against my current lean
2. List the assumptions I'm relying on and how I could test each one cheaply
3. What would have to be true for this to be the wrong call?
4. What's the smallest version of this I could try first?

Tip: tell it to disagree with you. By default it is too agreeable to be a useful sparring partner.

Ready to see where AI would pay off across your business?

This playbook improves how individuals work. Our engagements look at the whole operation: where AI will measurably move revenue, margin and capacity, and where it won’t. It starts with a free 20 to 30 minute consultation.

Speak with a consultant
Better results

Six habits that separate useful answers from generic ones

The prompts above already follow these. Once they’re second nature you can write your own for anything. The first two are open; the rest unlock with your email.

01

Give it the background

Who it’s for, why you need it and what good looks like. A sentence of context saves three rounds of edits.

02

Show an example

Paste something you wrote that you liked. Claude matches an example far better than it matches a description like “professional but warm.”

Ground rules for your team

Write these down before staff start using it

A short written policy prevents the two problems we see most: sensitive data pasted into personal accounts, and AI drafts sent to customers without anyone reading them.

Keep out of any chat

  • Social Security, bank and card numbers
  • Passwords, logins and API keys
  • Patient or client records covered by HIPAA, attorney-client privilege or a confidentiality agreement, unless your plan and your compliance advisor have cleared it
  • Anything you wouldn’t put in an email to an outside vendor

Always

  • Use company accounts, never personal ones, for company work
  • Read every draft before it reaches a customer
  • Check facts, figures and dates against the source
  • Treat Claude’s output as a first draft from a capable assistant who doesn’t know your customers yet
Beyond the playbook

Personal productivity is the starting point. Measurable results come from the operation.

The plays in this guide make individuals faster. The larger return sits in how work moves through the business: how inquiries are handled, how proposals are followed through, and how information reaches the people making decisions. Our Advisory practice identifies where AI will produce a measurable return and where it won’t. Our Implementation practice designs, deploys and manages those solutions, with results reported every month. Most clients start with an AI Opportunity Audit.

AI Opportunity AuditFind where AI pays in your operation, with a 90-day plan ImplementationWe build it, host it and report on it monthly Team AI WorkshopsRoll this playbook out to your staff, live Missed-lead calculatorSee what slow replies cost you per year

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FlowBack AI holds 13 AI certifications from Anthropic (the maker of Claude), Google and Microsoft.