AI Prompts for Business Analysts: 40+ Ready-to-Use Templates

TL;DR - Best AI Prompts for Business Analysts

Looking for ready-to-use AI prompts for business analysis? This guide contains 40+ copy-paste prompts that work with ChatGPT, Claude, and Gemini. Each prompt includes placeholders you can customize for your project and organization. For foundational prompting skills, see the Prompt Engineering Fundamentals guide.

What’s included:

• Requirements Prompts — Generate BRDs, functional requirements, and use cases
• Process Analysis Prompts — Document current-state, design future-state, and map workflows
• Stakeholder Prompts — Analyze stakeholders, plan communications, and manage expectations
• Data Analysis Prompts — Analyze data, create reports, and generate insights
• Gap Analysis Prompts — Compare current vs future state, identify gaps, recommend solutions
• Documentation Prompts — Write specifications, create diagrams, and document decisions
• Testing Prompts — Generate UAT scenarios, test cases, and acceptance criteria
• Communication Prompts — Write status reports, meeting notes, and executive summaries

💡 Pro tip: For best results, include context about your organization, project objectives, stakeholders, and constraints. The more specific your context, the more tailored the output. For advanced prompting techniques, see the Advanced Prompt Engineering guide.

How to Use These BA Prompts

Each prompt below is ready to copy and paste. Here’s how they work:

1. Copy the entire prompt from the code block
2. Replace the placeholder comments (lines starting with # REPLACE:) with your actual content
3. Paste into ChatGPT, Claude, or your preferred AI
4. Get your result and iterate if needed

Adding Context for Better Results

Business analysis prompts work best with rich context:

=== PROJECT CONTEXT (include in any prompt) ===
Project: [Project name and one-line description]
Organization: [Company/department context]
Stakeholders: [Key stakeholder groups]
Timeline: [Project timeline]
Constraints: [Budget, resources, technology constraints]
Business Objective: [What business outcome we're trying to achieve]

Requirements Gathering Prompts

Generate Business Requirements Document (BRD)

Use this to create a comprehensive BRD for a new initiative. For more on building reusable prompt templates, see the Prompt Templates and Variables guide.

You are a senior business analyst. Create a Business Requirements Document (BRD) for the following initiative.

=== INITIATIVE OVERVIEW ===
Initiative Name: 
# REPLACE: Name of the project/initiative

Business Problem: 
# REPLACE: What business problem are we solving?

Business Objective: 
# REPLACE: What outcome do we want to achieve?

=== CONTEXT ===
Organization: 
# REPLACE: Company/department context

Current State: 
# REPLACE: How does the business handle this today?

Key Stakeholders: 
# REPLACE: Who is involved and impacted?

=== GENERATE BRD WITH THESE SECTIONS ===

1. **Executive Summary**
   - Purpose of document
   - Project overview (2-3 sentences)
   - Key recommendations

2. **Business Objectives**
   - Primary business goal
   - Secondary objectives
   - Success criteria and KPIs

3. **Current State Analysis**
   - Current process/system description
   - Pain points and challenges
   - Baseline metrics

4. **Scope**
   - In-scope items
   - Out-of-scope items
   - Assumptions

5. **Stakeholder Analysis**
   - Stakeholder groups
   - Roles and responsibilities
   - RACI matrix

6. **Business Requirements**
   - High-level requirements (numbered BR-001, BR-002, etc.)
   - Each with: Description, Priority, Acceptance Criteria

7. **Functional Requirements**
   - Detailed functional requirements (FR-001, FR-002, etc.)
   - Grouped by business process or feature area

8. **Non-Functional Requirements**
   - Performance requirements
   - Security requirements
   - Compliance requirements
   - Usability requirements

9. **Constraints & Assumptions**
   - Technical constraints
   - Business constraints
   - Assumptions and dependencies

10. **Risks & Mitigation**
    - Identified risks
    - Risk assessment (probability, impact)
    - Mitigation strategies

11. **Timeline & Milestones**
    - Key phases
    - Major milestones
    - Dependencies

12. **Appendix**
    - Glossary
    - Reference documents

Generate Functional Requirements

Use this to create detailed functional requirements from a business need.

Generate functional requirements for this feature/capability.

=== BUSINESS NEED ===
# REPLACE: Describe the business need or feature

=== CONTEXT ===
System/Application: 
# REPLACE: What system will this be built in?

Users: 
# REPLACE: Who will use this functionality?

Related Processes: 
# REPLACE: What business processes does this support?

=== GENERATE FUNCTIONAL REQUIREMENTS ===

## Functional Requirements: [Feature Name]

### Overview
(Brief description of the functionality)

### Requirements Table

| ID | Requirement | Description | Priority | Acceptance Criteria |
|----|-------------|-------------|----------|---------------------|
| FR-001 | (name) | (detailed description) | Must/Should/Could | (testable criteria) |
| FR-002 | | | | |

### Detailed Requirements

**FR-001: [Requirement Name]**
- **Description:** (What the system must do)
- **Business Rule:** (Any logic or rules that apply)
- **User Role:** (Who performs this action)
- **Trigger:** (What initiates this function)
- **Preconditions:** (What must be true before)
- **Postconditions:** (What is true after)
- **Acceptance Criteria:**
  - Given [context]
  - When [action]
  - Then [expected result]
- **Data Requirements:** (Input/output data)
- **Exception Handling:** (Error scenarios)
- **Priority:** Must Have / Should Have / Could Have

(Repeat for each requirement)

### Traceability
| Functional Req | Business Req | Use Case |
|----------------|--------------|----------|
| FR-001 | BR-001 | UC-001 |

### Open Questions
- (Questions needing stakeholder input)

Requirements Elicitation Guide

Use this to prepare for requirements gathering sessions.

Create a requirements elicitation plan and question guide.

=== PROJECT ===
# REPLACE: Project name and description

=== BUSINESS AREA ===
# REPLACE: What business area/process will you focus on?

=== STAKEHOLDERS TO INTERVIEW ===
# REPLACE: List roles/people you'll meet with

=== WHAT WE KNOW SO FAR ===
# REPLACE: Any existing documentation or known requirements

=== GENERATE ELICITATION GUIDE ===

## Requirements Elicitation Plan

### Objectives
- Primary: (what you must learn)
- Secondary: (nice to have learnings)

### Elicitation Techniques
| Technique | Purpose | Audience | Duration |
|-----------|---------|----------|----------|
| Interviews | | | |
| Workshops | | | |
| Document Analysis | | | |
| Observation | | | |
| Surveys | | | |

### Session Plan

**Session 1: [Stakeholder/Group]**
- Duration: 
- Participants:
- Focus area:
- Materials needed:

---

## Interview Question Guide

### Opening (5 min)
"Thank you for your time. I'm gathering requirements for [project]. Your input is valuable because [reason]. There are no wrong answers."

### Context Questions (10 min)
1. Tell me about your role and how you interact with [process/system].
2. Walk me through a typical day/week involving [area].
3. What are your main responsibilities related to [area]?

### Current State Questions (15 min)
4. How do you currently handle [process]?
5. What systems/tools do you use?
6. What information do you need to do your job?
7. Who do you work with on this process?
8. What are the biggest challenges you face?

### Pain Point Questions (15 min)
9. What frustrates you most about the current process?
10. Where do errors or delays typically occur?
11. What workarounds have you developed?
12. What takes longer than it should?

### Future State Questions (10 min)
13. If you could change anything, what would it be?
14. What would make your job easier?
15. What would success look like?

### Closing (5 min)
16. Is there anything else I should know?
17. Who else should I talk to?
18. Can I follow up if I have more questions?

### Post-Session
- Document notes within 24 hours
- Identify gaps and follow-ups
- Update requirements log

Create Use Cases

Use this to document use cases for system functionality.

Create use cases for this feature/system.

=== FEATURE/SYSTEM ===
# REPLACE: What functionality are you documenting?

=== ACTORS ===
# REPLACE: Who interacts with the system?
# - Primary actor: (main user)
# - Secondary actors: (other systems, roles)

=== BUSINESS CONTEXT ===
# REPLACE: What business process does this support?

=== GENERATE USE CASES ===

## Use Case Document: [Feature Name]

### Use Case Diagram
(Describe actors and use cases relationship)

---

### UC-001: [Use Case Name]

**ID:** UC-001
**Name:** [Descriptive name]
**Actor:** [Primary actor]
**Description:** [What this use case accomplishes]

**Preconditions:**
- (What must be true before use case begins)

**Trigger:**
- (What starts this use case)

**Basic Flow (Happy Path):**
1. Actor [action]
2. System [response]
3. Actor [action]
4. System [response]
5. ...

**Alternate Flows:**
- **3a:** If [condition], then [different steps]
- **4a:** If [condition], then [different steps]

**Exception Flows:**
- **E1:** If [error condition], then system [error handling]
- **E2:** If [error condition], then system [error handling]

**Postconditions:**
- (What is true after successful completion)

**Business Rules:**
- (Rules that govern this process)

**Data Requirements:**
- Input: (data needed)
- Output: (data produced)

**Frequency:**
- (How often this use case is executed)

**Assumptions:**
- (Assumptions made)

---

### UC-002: [Use Case Name]
(Repeat structure)

---

### Use Case Relationships
- UC-001 <<includes>> UC-003
- UC-002 <<extends>> UC-001

Requirements Traceability Matrix

Use this to create traceability between requirements.

Create a Requirements Traceability Matrix.

=== PROJECT ===
# REPLACE: Project name

=== REQUIREMENTS ===
# REPLACE: Paste your requirements list or describe them

=== TRACE TO ===
# REPLACE: What do you want to trace requirements to?
# - Business objectives
# - Design components
# - Test cases
# - User stories

=== GENERATE RTM ===

## Requirements Traceability Matrix

### Purpose
This matrix traces requirements from business needs through implementation and testing.

### Traceability Overview

Business Objective → Business Requirement → Functional Requirement → Design → Test Case

### Full Traceability Matrix

| Business Obj | Business Req | Functional Req | Design Component | Test Case | Status |
|--------------|--------------|----------------|------------------|-----------|--------|
| BO-001 | BR-001 | FR-001, FR-002 | DC-001 | TC-001 | Draft |
| BO-001 | BR-002 | FR-003 | DC-002 | TC-002, TC-003 | Approved |

### Detailed Trace

**Business Objective: BO-001**
- Description: [objective]
- Business Requirements:
  - BR-001: [requirement] → Traced to FR-001, FR-002
  - BR-002: [requirement] → Traced to FR-003

**Functional Requirements Coverage:**
| Functional Req | Trace Up | Trace Down | Coverage Status |
|----------------|----------|------------|-----------------|
| FR-001 | BR-001 | TC-001 | ✅ Covered |
| FR-002 | BR-001 | TC-002 | ⚠️ Partial |
| FR-003 | BR-002 | - | ❌ Not covered |

### Coverage Summary
- Total Business Requirements: X
- Traced to Functional: X (100%)
- Traced to Design: X (X%)
- Traced to Test Cases: X (X%)

### Gaps Identified
- (Requirements without test coverage)
- (Design components without requirements)

Process Analysis Prompts

Document Current-State Process

Use this to document an existing business process.

Document the current-state (As-Is) business process.

=== PROCESS NAME ===
# REPLACE: Name of the process

=== PROCESS CONTEXT ===
Purpose: 
# REPLACE: What does this process accomplish?

Owner: 
# REPLACE: Who owns this process?

Frequency: 
# REPLACE: How often does this process run?

=== KNOWN INFORMATION ===
# REPLACE: Paste any existing documentation, or describe what you know

=== GENERATE AS-IS DOCUMENTATION ===

## Current-State Process: [Process Name]

### Process Overview
| Attribute | Value |
|-----------|-------|
| Process Name | |
| Process Owner | |
| Department | |
| Frequency | |
| Avg Duration | |
| # of Steps | |

### Process Description
(Narrative description of the process)

### Process Flow

**Start Trigger:**
(What initiates this process)

**Process Steps:**

| Step | Actor | Activity | System/Tool | Output | Duration |
|------|-------|----------|-------------|--------|----------|
| 1 | | | | | |
| 2 | | | | | |

**End State:**
(How does the process conclude)

### Detailed Step Descriptions

**Step 1: [Step Name]**
- **Actor:** (who performs)
- **Input:** (what's needed)
- **Activity:** (what they do)
- **Decision Points:** (if any)
- **Output:** (what's produced)
- **System:** (tools used)
- **Duration:** (time taken)
- **Exceptions:** (what can go wrong)

(Repeat for each step)

### Swimlane Description
| Lane | Actor/Role | Responsibilities |
|------|------------|------------------|
| Lane 1 | | |
| Lane 2 | | |

### Pain Points & Issues
| Issue | Impact | Frequency | Root Cause |
|-------|--------|-----------|------------|
| | H/M/L | | |

### Metrics
| Metric | Current Value | Target |
|--------|---------------|--------|
| Cycle time | | |
| Error rate | | |
| Volume | | |

### Dependencies
- Upstream processes:
- Downstream processes:
- External dependencies:

### RACI Matrix
| Activity | Role 1 | Role 2 | Role 3 |
|----------|--------|--------|--------|
| | R/A/C/I | | |

Design Future-State Process

Use this to design an improved process. For more on AI-powered automation, see the AI-Powered Workflows guide.

Design a future-state (To-Be) process.

=== CURRENT STATE SUMMARY ===
# REPLACE: Brief description of current process and its problems

=== IMPROVEMENT OBJECTIVES ===
# REPLACE: What do you want to improve?
# - Reduce cycle time by X%
# - Eliminate manual steps
# - Improve accuracy

=== CONSTRAINTS ===
# REPLACE: Any limitations
# - Budget
# - Technology
# - Organizational

=== GENERATE TO-BE DOCUMENTATION ===

## Future-State Process: [Process Name]

### Vision Statement
(What the ideal process looks like)

### Improvement Summary
| Current State | Future State | Improvement |
|---------------|--------------|-------------|
| (pain point) | (solution) | (benefit) |

### To-Be Process Flow

**Trigger:**
(What will initiate the new process)

**Process Steps:**

| Step | Actor | Activity | System | Automation | Duration |
|------|-------|----------|--------|------------|----------|
| 1 | | | | Manual/Auto | |

### Changes from Current State

| Change Type | Current | Future | Rationale |
|-------------|---------|--------|-----------|
| Eliminated | (step) | N/A | (why removed) |
| Automated | (manual step) | (automated) | (benefit) |
| Combined | (steps) | (single step) | (efficiency) |
| New | N/A | (new step) | (why added) |

### Detailed Step Descriptions

**Step 1: [Step Name]**
- **Actor:** 
- **Activity:** 
- **System/Tool:** 
- **Automation Level:** Manual / Semi-Auto / Fully Auto
- **Business Rules:** 
- **Duration:** 
- **Change from Current:** (what's different)

### Expected Benefits

| Benefit | Metric | Current | Target | Improvement |
|---------|--------|---------|--------|-------------|
| Faster processing | Cycle time | 5 days | 1 day | 80% reduction |
| Fewer errors | Error rate | 5% | 1% | 80% reduction |

### Implementation Requirements
- Technology: (systems needed)
- Training: (skills needed)
- Change management: (organizational changes)

### Risks & Mitigations
| Risk | Probability | Impact | Mitigation |
|------|-------------|--------|------------|

### Transition Plan
| Phase | Activities | Timeline |
|-------|------------|----------|
| Phase 1 | | |
| Phase 2 | | |

Process Improvement Analysis

Use this to identify improvement opportunities.

Analyze this process for improvement opportunities.

=== PROCESS DESCRIPTION ===
# REPLACE: Describe the current process or paste documentation

=== KNOWN ISSUES ===
# REPLACE: What problems have been reported?

=== IMPROVEMENT GOALS ===
# REPLACE: What outcomes do you want?
# - Efficiency
# - Quality
# - Cost reduction
# - Customer satisfaction

=== GENERATE IMPROVEMENT ANALYSIS ===

## Process Improvement Analysis: [Process Name]

### Executive Summary
(Key findings and recommendations in 3-4 sentences)

### Current State Assessment

**Process Health Score:** X/10

| Dimension | Score | Assessment |
|-----------|-------|------------|
| Efficiency | /10 | |
| Quality | /10 | |
| Cost | /10 | |
| Customer Impact | /10 | |
| Employee Experience | /10 | |

### Issue Analysis

| Issue | Root Cause | Impact | Frequency |
|-------|------------|--------|-----------|
| (issue) | (why) | H/M/L | Daily/Weekly/Monthly |

### Root Cause Analysis

**Issue 1: [Name]**
- **Symptom:** (what's observed)
- **Root Cause Analysis:**
  - Why? (first level)
  - Why? (second level)
  - Why? (third level)
  - Why? (fourth level)
  - Why? (root cause)
- **Category:** People / Process / Technology / Policy

### Improvement Opportunities

| # | Opportunity | Type | Effort | Impact | Priority |
|---|-------------|------|--------|--------|----------|
| 1 | (improvement) | Eliminate/Automate/Simplify | S/M/L | H/M/L | 1-5 |

### Detailed Recommendations

**Opportunity 1: [Name]**
- **Type:** Eliminate / Automate / Simplify / Combine
- **Description:** (what to do)
- **Expected Benefit:** (quantified if possible)
- **Implementation Effort:** 
- **Dependencies:**
- **Risks:**

### Quick Wins (Do First)
1. (low effort, high impact)
2. 

### Strategic Improvements (Plan)
1. (high effort, high impact)
2. 

### Avoid (Low Priority)
1. (low impact)

### Implementation Roadmap
| Phase | Improvements | Timeline | Resources |
|-------|--------------|----------|-----------|

### Success Metrics
| Metric | Baseline | Target | Measure By |
|--------|----------|--------|------------|

BPMN Process Description

Use this to create BPMN-style process documentation.

Create a BPMN process description.

=== PROCESS NAME ===
# REPLACE: Process name

=== PROCESS OVERVIEW ===
# REPLACE: Describe what happens in this process

=== PARTICIPANTS ===
# REPLACE: Roles/systems involved

=== GENERATE BPMN DESCRIPTION ===

## BPMN Process: [Process Name]

### Pool & Lanes

**Pool:** [Organization/Process Name]

| Lane | Participant | Description |
|------|-------------|-------------|
| Lane 1 | [Role/System] | [Responsibilities] |
| Lane 2 | [Role/System] | [Responsibilities] |

### Events

| Event | Type | Name | Description | Lane |
|-------|------|------|-------------|------|
| E1 | Start (Message/Timer/None) | | What triggers | |
| E2 | Intermediate | | What happens mid-process | |
| E3 | End | | How process concludes | |

### Activities (Tasks)

| ID | Type | Name | Lane | Description | Input | Output |
|----|------|------|------|-------------|-------|--------|
| T1 | User Task | | | | | |
| T2 | Service Task | | | | | |
| T3 | Manual Task | | | | | |

### Gateways (Decision Points)

| ID | Type | Name | Condition | Outgoing Paths |
|----|------|------|-----------|----------------|
| G1 | Exclusive (XOR) | | [condition] | Path A, Path B |
| G2 | Parallel (AND) | | | All paths |
| G3 | Inclusive (OR) | | | One or more |

### Sequence Flows

| From | To | Condition | Description |
|------|----|-----------|-------------|
| Start | T1 | | |
| T1 | G1 | | |
| G1 | T2 | [condition A] | |
| G1 | T3 | [condition B] | |

### Data Objects

| Name | Type | Used By | Description |
|------|------|---------|-------------|
| | Input/Output | Tasks | |

### Process Narrative
(Written description that matches the BPMN elements above)

1. Process begins when [start event trigger]
2. [Lane 1] performs [Task 1] to [purpose]
3. At [Gateway 1], if [condition]...
...

Stakeholder Analysis Prompts

Stakeholder Identification & Analysis

Use this to identify and analyze project stakeholders.

Conduct a stakeholder analysis for this project.

=== PROJECT ===
# REPLACE: Project name and description

=== ORGANIZATION CONTEXT ===
# REPLACE: Company structure, departments involved

=== KNOWN STAKEHOLDERS ===
# REPLACE: List anyone you already know is involved

=== GENERATE STAKEHOLDER ANALYSIS ===

## Stakeholder Analysis: [Project Name]

### Stakeholder Register

| ID | Name/Role | Department | Category | Contact |
|----|-----------|------------|----------|---------|
| S1 | | | Sponsor/Champion/User/Regulator | |

### Stakeholder Categories

**Executive Sponsors:**
- (names and roles)

**Key Decision Makers:**
- (names and roles)

**Subject Matter Experts:**
- (names and roles)

**End Users:**
- (user groups)

**External Stakeholders:**
- (vendors, regulators, customers)

### Power/Interest Matrix

HIGH POWER | | Manage Closely | Keep Satisfied | (Key Players) | (Keep Informed) || | | | Keep Informed | Monitor | (Show Consider.) | (Minimal Effort) | | LOW -------------------- HIGH INTEREST

| Quadrant | Stakeholders | Strategy |
|----------|--------------|----------|
| Manage Closely | | Regular engagement, involve in decisions |
| Keep Satisfied | | Keep informed, address concerns quickly |
| Keep Informed | | Regular updates, address questions |
| Monitor | | Minimal effort, periodic updates |

### Detailed Stakeholder Profiles

**S1: [Name/Role]**
- **Department:** 
- **Power Level:** High / Medium / Low
- **Interest Level:** High / Medium / Low
- **Attitude:** Supportive / Neutral / Resistant
- **Concerns:** (what do they care about)
- **Win Condition:** (what would make this successful for them)
- **Influence On:** (what can they impact)
- **Communication Preference:** (how they like to be communicated with)
- **Engagement Strategy:** (how to work with them)

### Stakeholder Needs Matrix

| Stakeholder | Information Needs | Involvement Needs | Timing |
|-------------|------------------|--------------------|--------|
| | What they need to know | How they should be involved | When |

### Communication Plan

| Stakeholder | Message | Channel | Frequency | Owner |
|-------------|---------|---------|-----------|-------|
| Executives | High-level status | Email summary | Weekly | |
| Users | Feature updates | Meeting | Bi-weekly | |

### Risk: Stakeholder-Related

| Risk | Stakeholder | Impact | Mitigation |
|------|-------------|--------|------------|
| Resistance to change | | | |
| Conflicting priorities | | | |

RACI Matrix Generator

Use this to create RACI responsibility matrices.

Create a RACI matrix for this project.

=== PROJECT/PROCESS ===
# REPLACE: What is this RACI for?

=== ACTIVITIES/DECISIONS ===
# REPLACE: List key activities or decisions

=== ROLES ===
# REPLACE: List roles involved

=== GENERATE RACI ===

## RACI Matrix: [Project Name]

### Legend
- **R** = Responsible (does the work)
- **A** = Accountable (final decision maker - only one per row)
- **C** = Consulted (provides input, two-way communication)
- **I** = Informed (kept up-to-date, one-way communication)

### RACI Matrix

| Activity/Decision | Role 1 | Role 2 | Role 3 | Role 4 | Role 5 |
|-------------------|--------|--------|--------|--------|--------|
| Requirements Gathering | R | A | C | I | - |
| Design Approval | I | A | R | C | - |
| Development | I | I | I | R/A | C |
| Testing | C | A | I | R | R |
| Go-Live Decision | I | A | R | C | I |

### Role Definitions

| Role | Description | Who |
|------|-------------|-----|
| Role 1 | | (name/position) |
| Role 2 | | |

### RACI Validation Checklist
- [ ] Every row has exactly one A
- [ ] Every row has at least one R
- [ ] No role is overloaded
- [ ] All key activities are covered
- [ ] Stakeholders have reviewed and agreed

### Escalation Path
1. First level: [Role]
2. Second level: [Role]
3. Executive escalation: [Role]

Gap Analysis Prompts

Current vs Future State Gap Analysis

Use this to analyze gaps between current and desired state.

Perform a gap analysis between current state and future state.

=== ANALYSIS AREA ===
# REPLACE: What are you analyzing? (Process / System / Capability / Organization)

=== CURRENT STATE ===
# REPLACE: Describe current state in detail

=== FUTURE STATE (TARGET) ===
# REPLACE: Describe desired future state

=== GENERATE GAP ANALYSIS ===

## Gap Analysis: [Area Name]

### Executive Summary
(Key gaps and recommended actions in 3-4 sentences)

### Current vs Future State Comparison

| Dimension | Current State | Future State | Gap |
|-----------|---------------|--------------|-----|
| Process | | | |
| Technology | | | |
| People/Skills | | | |
| Data | | | |
| Governance | | | |

### Detailed Gap Analysis

#### Process Gaps
| Current | Target | Gap Description | Impact | Priority |
|---------|--------|-----------------|--------|----------|
| (current process) | (target process) | (what's missing) | H/M/L | 1-5 |

#### Technology Gaps
| Current | Target | Gap Description | Impact | Priority |
|---------|--------|-----------------|--------|----------|
| (current systems) | (target systems) | (what's needed) | H/M/L | 1-5 |

#### People/Skills Gaps
| Current | Target | Gap Description | Impact | Priority |
|---------|--------|-----------------|--------|----------|
| (current skills) | (required skills) | (skill gap) | H/M/L | 1-5 |

#### Data Gaps
| Current | Target | Gap Description | Impact | Priority |
|---------|--------|-----------------|--------|----------|

### Gap Prioritization Matrix

HIGH IMPACT | | Address Now | Plan & Execute | (Quick Wins) | (Strategic) |___________________|____________________ | | | Consider Later | Deprioritize | (Low Priority) | (Avoid) | | LOW -------------------- HIGH EFFORT

### Recommendations

| Priority | Gap | Recommendation | Effort | Timeline | Owner |
|----------|-----|----------------|--------|----------|-------|
| 1 | (gap) | (action) | S/M/L | (when) | (who) |

### Implementation Roadmap

**Phase 1: Quick Wins (0-3 months)**
- Gap: (action)

**Phase 2: Core Implementation (3-6 months)**
- Gap: (action)

**Phase 3: Optimization (6-12 months)**
- Gap: (action)

### Resource Requirements
| Resource Type | Current | Required | Gap |
|---------------|---------|----------|-----|
| Budget | | | |
| Headcount | | | |
| Technology | | | |

### Success Criteria
- (how will we know gaps are closed)

### Risks
| Risk | Gap Related To | Mitigation |
|------|---------------|------------|

System Gap Analysis

Use this specifically for system/technology gaps.

Analyze gaps between current and required system capabilities.

=== CURRENT SYSTEM ===
# REPLACE: Current system name and capabilities

=== REQUIRED CAPABILITIES ===
# REPLACE: What capabilities are needed?

=== BUSINESS REQUIREMENTS ===
# REPLACE: What business needs must be met?

=== GENERATE SYSTEM GAP ANALYSIS ===

## System Gap Analysis: [System Name]

### System Overview

| Attribute | Current System | Target State |
|-----------|----------------|--------------|
| Name | | |
| Version | | |
| Vendor | | |
| Users | | |
| Key Functions | | |

### Capability Assessment

| Capability | Required | Current Rating | Gap | Notes |
|------------|----------|----------------|-----|-------|
| (capability) | Critical/Important/Nice | 1-5 scale | (difference) | |

### Detailed Gap Analysis

**Gap 1: [Capability Name]**
- **Requirement:** (what's needed)
- **Current State:** (what exists)
- **Gap:** (what's missing)
- **Business Impact:** (effect of gap)
- **Options:**
  - Option A: (build/enhance)
  - Option B: (buy/integrate)
  - Option C: (workaround)
- **Recommendation:** (preferred option)

### Integration Gaps
| Source System | Target System | Gap | Solution |
|---------------|---------------|-----|----------|
| | | No integration exists | |

### Data Gaps
| Data Element | Current | Required | Gap |
|--------------|---------|----------|-----|
| | Exists/Missing | | |

### Recommendations

| Priority | Gap | Solution | Effort | Cost | Timeline |
|----------|-----|----------|--------|------|----------|
| 1 | | Build / Buy / Integrate | | | |

### Build vs Buy Analysis
| Criteria | Build | Buy | Score |
|----------|-------|-----|-------|
| Cost | | | |
| Time | | | |
| Fit | | | |
| Risk | | | |

Data Analysis Prompts

Data Requirements Specification

Use this to document data requirements.

Create data requirements for this initiative.

=== INITIATIVE ===
# REPLACE: Project or feature name

=== BUSINESS CONTEXT ===
# REPLACE: What business need does this serve?

=== DATA NEEDS ===
# REPLACE: What data is involved?

=== GENERATE DATA REQUIREMENTS ===

## Data Requirements: [Initiative Name]

### Data Overview
(Summary of data needs)

### Data Entity Catalog

| Entity | Description | Source | Volume | Refresh |
|--------|-------------|--------|--------|---------|
| (entity name) | (what it represents) | (system) | (rows/size) | (frequency) |

### Detailed Data Requirements

**Entity: [Name]**

| Attribute | Data Type | Size | Required | Description | Business Rules |
|-----------|-----------|------|----------|-------------|----------------|
| customer_id | String | 20 | Yes | Unique identifier | Format: XXX-NNNN |
| name | String | 100 | Yes | Customer name | |
| status | Enum | - | Yes | Account status | Active, Inactive, Suspended |

**Validation Rules:**
- (rule 1)
- (rule 2)

### Data Quality Requirements
| Dimension | Requirement | Measurement |
|-----------|-------------|-------------|
| Accuracy | Data must match source | X% accuracy |
| Completeness | Required fields populated | 100% of required |
| Timeliness | Data fresh within X hours | SLA: X hours |
| Consistency | Same data across systems | X% match rate |

### Data Sources & Lineage
| Target Data | Source System | Source Table/API | Transformation |
|-------------|---------------|------------------|----------------|
| | | | |

### Data Security & Privacy
| Data Element | Classification | PII | Encryption | Access Control |
|--------------|----------------|-----|------------|----------------|
| | Public/Internal/Confidential/Restricted | Yes/No | | Role-based |

### Data Retention
| Data Type | Retention Period | Archive Strategy | Deletion |
|-----------|------------------|------------------|----------|
| | | | |

Data Analysis Request

Use this to analyze data and generate insights.

Analyze this data and provide insights.

=== DATA DESCRIPTION ===
# REPLACE: What data do you have?

=== DATA SAMPLE (if available) ===
# REPLACE: Paste sample data or describe the dataset

=== ANALYSIS OBJECTIVES ===
# REPLACE: What do you want to learn?
# - Trends
# - Patterns
# - Anomalies
# - Correlations

=== BUSINESS CONTEXT ===
# REPLACE: Why does this matter?

=== GENERATE ANALYSIS ===

## Data Analysis: [Topic]

### Executive Summary
(Key findings in 3-4 sentences)

### Data Overview
| Attribute | Value |
|-----------|-------|
| Dataset | |
| Time Period | |
| Records | |
| Key Fields | |

### Key Findings

**Finding 1: [Title]**
- **Observation:** (what the data shows)
- **Significance:** (why it matters)
- **Supporting Data:** (metrics)
- **Recommendation:** (action to take)

**Finding 2: [Title]**
...

### Trends Analysis
| Metric | Period 1 | Period 2 | Change | Trend |
|--------|----------|----------|--------|-------|
| | | | +/-% | ↑↓→ |

### Patterns Identified
1. (pattern description)
2. (pattern description)

### Anomalies Detected
| Anomaly | Data Point | Expected | Actual | Investigation |
|---------|------------|----------|--------|---------------|
| | | | | |

### Correlations
| Variable 1 | Variable 2 | Correlation | Interpretation |
|------------|------------|-------------|----------------|
| | | Strong/Moderate/Weak | |

### Visualizations Recommended
1. (chart type) for (purpose)
2. (chart type) for (purpose)

### Recommendations
| Priority | Recommendation | Expected Impact | Effort |
|----------|----------------|-----------------|--------|
| 1 | | | |

### Data Quality Notes
- (any data quality issues observed)

### Next Steps
1. (additional analysis needed)
2. (action items)

Testing Prompts

Generate UAT Test Cases

Use this to create user acceptance test cases.

Generate UAT test cases for these requirements.

=== REQUIREMENTS ===
# REPLACE: Paste requirements or describe functionality to test

=== BUSINESS PROCESS ===
# REPLACE: What business process does this support?

=== USER ROLES ===
# REPLACE: Who will perform UAT?

=== GENERATE UAT TEST CASES ===

## UAT Test Cases: [Feature/Module]

### Test Coverage Overview
| Requirement | Test Case IDs | Coverage |
|-------------|---------------|----------|
| REQ-001 | TC-001, TC-002 | ✅ Covered |
| REQ-002 | TC-003 | ✅ Covered |

### Test Case Details

---

**TC-001: [Test Case Name]**
| Attribute | Value |
|-----------|-------|
| ID | TC-001 |
| Requirement | REQ-001 |
| Priority | High / Medium / Low |
| Test Type | Positive / Negative / Edge Case |
| Tester | |
| Status | Not Started / In Progress / Pass / Fail |

**Description:**
(What this test verifies)

**Preconditions:**
- (what must be true before testing)
- (test data needed)

**Test Steps:**
| Step | Action | Expected Result | Actual Result | Pass/Fail |
|------|--------|-----------------|---------------|-----------|
| 1 | (action) | (expected) | | |
| 2 | (action) | (expected) | | |
| 3 | (action) | (expected) | | |

**Postconditions:**
- (expected system state after test)

**Notes:**
- (any additional information)

---

**TC-002: [Test Case Name]**
(Repeat structure)

---

### Edge Cases & Negative Tests

| Test Case | Scenario | Expected Behavior |
|-----------|----------|-------------------|
| TC-NEG-001 | Invalid input | Error message displayed |
| TC-NEG-002 | Unauthorized access | Access denied |
| TC-EDGE-001 | Maximum values | Handles gracefully |

### Test Data Requirements
| Data Type | Test Data | Source |
|-----------|-----------|--------|
| Valid customer | Test Customer 1 | Test DB |
| Invalid customer | "INVALID123" | Manual |

### UAT Sign-off Criteria
- [ ] All high priority tests pass
- [ ] No critical defects open
- [ ] Business owner approval
- [ ] Documentation complete

Acceptance Criteria Generator

Use this to write acceptance criteria.

Generate acceptance criteria for this requirement.

=== REQUIREMENT ===
# REPLACE: Describe the requirement

=== USER STORY (if applicable) ===
# REPLACE: User story format

=== CONTEXT ===
# REPLACE: Business context and constraints

=== GENERATE ACCEPTANCE CRITERIA ===

## Acceptance Criteria: [Requirement Name]

### User Story
As a [user type],
I want to [action],
So that [benefit].

### Acceptance Criteria (Given/When/Then)

**AC1: [Scenario Name]**
- **Given** [precondition/context]
- **When** [action is performed]
- **Then** [expected outcome]
- **And** [additional outcome if applicable]

**AC2: [Scenario Name - Alternate Flow]**
- **Given** [precondition]
- **When** [different action or condition]
- **Then** [different outcome]

**AC3: [Scenario Name - Error Case]**
- **Given** [precondition]
- **When** [error condition occurs]
- **Then** [error handling behavior]

### Business Rules
- BR1: (business rule with logic)
- BR2: (business rule)

### Validation Rules
| Field | Validation | Error Message |
|-------|------------|---------------|
| | Required / Format / Range | |

### Non-Functional Criteria
- Performance: (response time requirements)
- Accessibility: (WCAG requirements)
- Security: (authentication/authorization)

### Out of Scope
- (what is NOT part of this acceptance)

### Definition of Done
- [ ] All acceptance criteria met
- [ ] Code reviewed
- [ ] Unit tests pass
- [ ] UAT approved
- [ ] Documentation updated

Communication Prompts

Status Report Writer

Use this to write project status reports.

Write a status report for this project.

=== PROJECT ===
# REPLACE: Project name

=== REPORTING PERIOD ===
# REPLACE: Week/Month/Sprint

=== UPDATES ===
# REPLACE: What happened this period?
# - Completed X
# - In progress Y
# - Issues with Z

=== METRICS ===
# REPLACE: Key metrics

=== AUDIENCE ===
# REPLACE: Who will read this?

=== GENERATE STATUS REPORT ===

## Project Status Report: [Project Name]
**Period:** [Date Range]
**Prepared by:** [Name]
**Date:** [Date]

### Executive Summary
(2-3 sentences: overall status, key accomplishment, key concern)

### Status Dashboard
| Indicator | Status | Trend |
|-----------|--------|-------|
| Overall | 🟢🟡🔴 | ↑↓→ |
| Schedule | 🟢🟡🔴 | |
| Budget | 🟢🟡🔴 | |
| Scope | 🟢🟡🔴 | |
| Quality | 🟢🟡🔴 | |

### Key Metrics
| Metric | Target | Actual | Variance |
|--------|--------|--------|----------|
| | | | |

### Accomplishments This Period ✅
1. (completed item with impact)
2. (completed item)
3. (completed item)

### In Progress 🔄
| Item | % Complete | Owner | ETA |
|------|------------|-------|-----|
| | | | |

### Planned Next Period 📋
1. (planned activity)
2. (planned activity)

### Issues & Risks 🚨
| Issue/Risk | Status | Impact | Owner | Action | Due |
|------------|--------|--------|-------|--------|-----|
| | Open/Closed | H/M/L | | | |

### Decisions Needed
- (decision required and by whom)

### Resource Status
| Role | Planned | Actual | Status |
|------|---------|--------|--------|
| | | | |

### Budget Status
| Category | Budget | Actual | Variance |
|----------|--------|--------|----------|
| | | | |

### Stakeholder Communication
| Stakeholder | Last Contact | Next Contact | Notes |
|-------------|--------------|--------------|-------|
| | | | |

### Appendix
- Detailed timeline
- Risk register updates

Meeting Notes Generator

Use this to create structured meeting notes.

Create meeting notes from this meeting.

=== MEETING INFO ===
Meeting: 
# REPLACE: Meeting name/purpose

Date: 
# REPLACE: Date and time

Attendees: 
# REPLACE: Who was there

=== RAW NOTES ===
# REPLACE: Paste your raw notes from the meeting

=== GENERATE MEETING NOTES ===

## Meeting Notes: [Meeting Name]

**Date:** [Date]
**Time:** [Time]
**Location/Format:** [In-person/Virtual]
**Facilitator:** [Name]
**Note Taker:** [Name]

### Attendees
| Name | Role | Present |
|------|------|---------|
| | | ✅/❌ |

### Agenda
1. [Topic 1]
2. [Topic 2]
3. [Topic 3]

### Discussion Summary

**Topic 1: [Name]**
- Key points discussed:
  - (point 1)
  - (point 2)
- Decisions made:
  - (decision)
- Open questions:
  - (question)

**Topic 2: [Name]**
...

### Decisions Made
| Decision | Made By | Date | Impact |
|----------|---------|------|--------|
| | | | |

### Action Items
| Action | Owner | Due Date | Status |
|--------|-------|----------|--------|
| | | | Not Started |

### Parking Lot
- (items deferred for later discussion)

### Next Meeting
- **Date:** 
- **Agenda items:**
  - (topic)

### Distribution
- Sent to: (list)
- Cc: (list)

Executive Summary Writer

Use this to write executive summaries for documents.

Write an executive summary for this document.

=== DOCUMENT TYPE ===
# REPLACE: What type of document? (BRD, Analysis Report, Proposal, etc.)

=== FULL CONTENT ===
# REPLACE: Paste the full document content or key sections

=== AUDIENCE ===
# REPLACE: Who will read this? (C-suite, VP, Director, etc.)

=== KEY MESSAGE ===
# REPLACE: What's the most important takeaway?

=== GENERATE EXECUTIVE SUMMARY ===

## Executive Summary

### Purpose
(One sentence: What this document is about and why it matters)

### Background
(2-3 sentences: Context the reader needs to understand)

### Key Findings
1. **(Most Important)** [Finding with impact]
2. [Finding]
3. [Finding]

### Recommendations
1. **(Priority 1)** [Recommendation] - Expected Impact: [impact]
2. [Recommendation] - Expected Impact: [impact]
3. [Recommendation] - Expected Impact: [impact]

### Business Impact
| Metric | Current | Projected | Improvement |
|--------|---------|-----------|-------------|
| | | | |

### Investment Required
- Cost: $X
- Timeline: X months
- Resources: X FTEs

### Risk Summary
- **High Risk:** (brief description)
- **Mitigation:** (brief description)

### Decision Requested
(What action or decision is needed from the reader)

### Next Steps
1. (immediate action)
2. (follow-up action)

---
*Full details in subsequent sections of this document.*

Quick Reference

Tips for Better BA Prompts

1. Include Business Context

❌ "Write requirements for a login feature"
✅ "Write requirements for a SSO login feature for our B2B SaaS platform. 
    Users are enterprise customers who require SAML authentication. 
    We need to integrate with their existing identity providers."

2. Specify Stakeholders

❌ "Create a RACI matrix"
✅ "Create a RACI matrix for a CRM implementation project with these roles:
    Project Sponsor, Project Manager, BA Team, IT Team, Sales Users, Legal."

3. Reference Standards

"Follow BABOK framework..."
"Use IEEE 830 format for requirements..."
"Apply Lean Six Sigma methodology..."

4. Include Constraints

"We're using Agile methodology with 2-week sprints"
"This needs to comply with GDPR requirements"
"Integration must use existing APIs only"

5. Ask for Traceability

"Include requirement IDs that can be traced..."
"Map each test case to a requirement..."

6. Request Formats

"Format for Jira import..."
"Structure for Confluence wiki..."
"Export-ready for Excel..."

7. Iterate Effectively

"Add more edge cases for the payment scenario"
"Make the process steps more granular"
"Add RACI for change management activities"

What’s Next

• 📚 AI Prompts for Product Managers — Work closely with your PM team
• 📚 AI Prompts for Software Developers — Hand off requirements effectively
• 📚 Prompt Engineering Fundamentals — Master prompting techniques
• 🛠️ PRD Generator Tool — Generate requirements with AI
• 🛠️ Test Case Generator — Requirements to test cases

Found these prompts helpful? Share them with your BA team!