Operate Bigger
Operate Bigger
  • Home
  • About
  • Contact
  • More
    • Home
    • About
    • Contact
Get Started Now
  • Home
  • About
  • Contact
Get Started Now
Sailfish Mechanical & Swordfish Plumbing

You were in the room. Here is everything you built with.

Your workbook, the setup interview, and the full prompt library all live on this page. Bookmark it. Then come back Monday, when you hand our intern the first

real task of the week.

Your Course Materials

Everything here is copy and paste ready.
The Setup KitThe Prompt LibraryYour Workbook (PDF)Quick Reference Card (PDF)

Your one task this week

Open your tool. Hand it the task you circled on page 3 of your workbook: the full brief, all five layers, and "ask me questions before you draft." Ship what comes back. One task, once, this week. That is the whole assignment. Week two is waiting on page 26.

Onboard it once

Set your intern up before you give it work.

Open the Setup Kit and paste the setup interview into a fresh chat. Answer its questions one at a time, then paste the standing instructions it writes into your tool's settings, the field that asks what it should know about you. Test it in a new chat: "Based on what you know about us, what are five things you could take off our plate this week?" If the answer sounds like it knows your desk at Sailfish, you are done.

Then make a Project for your reports and documents.

Upload your reports, invoices, and the documents you work from. Set one standing instruction: answer only from what I give you, show the exact figure and where it came from, and if the documents do not answer it, say so instead of guessing. Now every answer comes back traceable.

The three tools we covered

ChatGPT

MS Copilot

MS Copilot

Your writing and thinking intern. Customer emails and replies, proposal and estimate follow-ups, review requests, and talking points before a big job. Best when you can describe the tone, the audience, and the goal up front. Free at chatgpt.com, or about $20 a month for the paid tier.

MS Copilot

MS Copilot

MS Copilot

Your Microsoft 365 intern. A long Outlook thread summarized before you reply, and drafting inside Word and Excel without copying anything out. If you are on Microsoft 365, you may already have it in the ribbon. What it can reach depends on your plan and your admin.

Claude

MS Copilot

Claude

Your document and numbers intern. Receipts sorted for QuickBooks, a report turned into a plain-language summary, a long invoice or estimate checked line by line. Its Projects feature holds a whole customer or job file together and answers only from it. Free at claude.ai, or about $20 a month for the paid tier.

AI is not a search engine. AI is an intern.

Andy failed because he was under-managed. Jessica succeeded because she was onboarded correctly. The same principle applies every time you open a chat window. Here is how to brief your intern every time.


  1. Role: What function is it performing right now? Your office manager at a plumbing and HVAC company, not a general assistant.
  2. Context: What does it need to know about Sailfish, the customer, and who is going to read this?
  3. Resources: What should it work from? The customer email, the estimate, the QuickBooks report, the receipts.
  4. Task: What exactly do you want it to produce? "Draft the past-due reminder for invoice 1042," not "help with the billing."
  5. Output: What does the finished result look like? A reply the customer can act on, numbers in a table, every figure traced to QuickBooks.


The quality of what you get back is a direct reflection of the quality of what you put in. 


One more rule: a well-briefed intern asks questions before it starts. If it answers instantly, tighten the brief.

Non-negotiables

Nothing confidential.

Nothing confidential.

Nothing confidential.

Customer account details, card and bank numbers, anything private. Never in a public AI tool or a personal account.

Trace every number.

Nothing confidential.

Nothing confidential.

Invoices, AR, totals, dates. From a document or QuickBooks, verified before it reaches a customer. Delete any figure the AI produces without a source.

It drafts, you send.

Nothing confidential.

It drafts, you send.

AI sorts, drafts, and summarizes. It does not decide a price, approve a job, or press send. A named person owns anything that leaves the office.

Request Advisory Support

Copyright © 2026 Operate Bigger - All Rights Reserved.

This website uses cookies.

We use cookies to analyze website traffic and optimize your website experience. By accepting our use of cookies, your data will be aggregated with all other user data.

Accept