Team Task Assignment

1. Purpose

This workflow helps established content creators assign content-related tasks to team members (e.g. VA, video editor, writer, social media manager) with crystal-clear instructions and minimal back-and-forth. It ensures consistent quality, faster turnaround, and scalable delegation through prompt-powered task briefs.

2. Responsibilities

Who	What
Content Creator	Defines the task, sets deadlines, and provides creative direction
Team Members	Execute assigned tasks (e.g. editing, publishing, repurposing, research)

3. Procedure

Step 1: Recall Your Previously Shared Brand Info

Start by making sure the AI program has some context about your personal brand. If you haven’t already, please complete this Brand Setup Workflow before proceeding. 

💡 ChatGPT Prompt:

I’ve previously shared my brand setup with you. Please recall the following information and apply it to this request:

– Brand Name  

– What I Do  

– Target Audience  

– Content Goals  

– Tone of Voice  

– Content Pillars  

– Common Phrases  

– Do Not Dos  

– Style Examples (if available)

Step 2: Define the Task Type

Clarify what kind of task you’re assigning: writing, editing, uploading, designing, repurposing, etc.

💡 ChatGPT Prompt:

I want to assign a [task type, e.g. blog repurpose, Instagram caption writing, podcast edit] to my [team role]. Create a clear task brief that includes:

– What the deliverable is

– Due date

– Style/tone/brand voice

– Any required references or assets

Step 3: Create a Step-by-Step Checklist

Prevent missed steps or misunderstandings with a repeatable process.

💡 ChatGPT Prompt:

Turn this task brief into a checklist for my [team role]. Make it simple, step-by-step, and easy to follow. Include reminders for file naming, saving in the right folders, and requesting approval if needed.

Step 4: Assign and Track the Task

Log the task and make sure everyone’s clear on who’s doing what and when.

💡 ChatGPT Prompt:

Based on this brief, generate a task tracking row for a content production table. Include:

– Task name

– Assigned to

– Deadline

– Status

– Link to brief or folder

– Notes

Step 5: Review and Close the Loop

Make it easy for team members to check their own work before submission.

💡 ChatGPT Prompt:

Write a short QA checklist for this task that the [team role] can run through before submitting. Keep it light but thorough—things like formatting, tone, file placement, etc.

4. Documentation and Records

Place	Purpose
Task Tracker	Keep a task tracker so you can see what’s been done, by who, and how well it performed.

5. Revision History

Date	Author	Description
07/05/2025	Rachael	Original version