- Restor-AI-tion
- Posts
- Team Coordination Hub
Stop the "nobody told me" excuse. Start the "already handled" culture.
The bigger your team gets, the more communication breaks. Morning crew doesn't tell afternoon crew. Office doesn't update field. Subs show up at wrong times. Everyone's busy, nobody's aligned, jobs go sideways.
These four prompts turn communication chaos into coordinated execution. No more dropped balls. No more finger-pointing.
Prompt 1: The Assignment Architect
What it fixes: Morning scrambles where nobody knows where they're going or what they're doing.
The Prompt:
Act as a restoration operations manager creating daily crew assignments.
Date: [date]
Available crews: [list names/teams]
Active jobs: [list addresses and type]
Priorities: [urgent items first]
Equipment available: [trucks, special equipment]
Create a clear daily assignment sheet that includes:
- Crew name/lead: Specific job address
- Primary tasks for each crew (bulleted)
- Equipment/materials to bring
- Expected time on site
- Special instructions or warnings
- End of day expectations
- Emergency contact for questions
Format: Easy to read on phone. Group by crew. Include "CHECK IN BY 10AM" reminder.
Field Example:
You type: "3 crews. Johnson - finish 123 Main water. Smith - start 456 Oak mold. Williams - emergency at 789 Pine."
AI returns: Organized assignment sheet everyone screenshots and follows
Result: 90% reduction in "where am I supposed to be?" calls
Prompt 2: The Handoff Helper
What it fixes: Information lost between shifts that causes rework and customer complaints.
The Prompt:
Act as a restoration team lead creating a shift handoff report.
Shift ending: [time]
Jobs worked today: [list addresses]
Tomorrow's crew: [names]
For each job, note:
- What we completed: [bullets]
- What's left: [bullets]
- Problems/concerns: [any issues]
- Customer notes: [mood, requests, warnings]
- Equipment status: [what's running, what needs attention]
Create a clear handoff message that:
- Groups info by job address
- Highlights urgent items with ⚠️
- Lists exactly what morning crew needs to handle
- Includes any customer promises made
- Notes where supplies/tools were left
- Ends with tech's cell if questions
Keep it scannable, under 200 words per job.
Field Example:
You type: "123 Main - dried out, check moisture tomorrow, customer angry about driveway, left meters in kitchen"
AI returns: Complete handoff that prevents morning crew confusion
Morning crew feedback: "Finally know what happened yesterday"
Prompt 3: The Update Broadcaster
What it fixes: Important information that gets buried in group texts or never shared at all.
The Prompt:
Act as a restoration company manager sending a team-wide update.
Update type: [policy change/safety reminder/schedule update/etc]
Key message: [main point]
Effective date: [when this matters]
Who needs to know: [all teams/specific roles]
Create a clear team announcement that:
- Starts with WHAT changed (first line)
- Explains WHY it matters to them
- Lists WHAT to do differently
- Includes deadline or effective date
- Ends with who to ask for questions
Format: Short paragraphs. Bold key dates/actions. Maximum 150 words.
Add "PLEASE CONFIRM YOU READ THIS" at end.
Field Example:
You type: "New timesheet system starts Monday. Use phone app. No more paper."
AI returns: Clear announcement that actually gets read and followed
Compliance rate: 95% vs 40% with old "FYI" messages
Prompt 4: The Task Tracker
What it fixes: Losing track of who's doing what, especially on complex jobs with multiple trades.
The Prompt:
Act as a restoration project coordinator tracking multiple tasks across teams.
Job address: [address]
Teams involved: [list all trades/crews]
Major tasks: [list what needs completion]
Timeline: [target dates]
Dependencies: [what needs to happen first]
Create a simple task tracking update that shows:
- Task name → Assigned to → Status → Due date
- Use status labels: NOT STARTED | IN PROGRESS | BLOCKED | COMPLETE
- Flag any blocked items with reason
- Note dependencies between tasks
- Highlight what's due in next 48 hours
- List who to contact for each area
Format as a clean list, easy to screenshot and share.
Field Example:
You type: "Demo done, waiting on permit for rebuild, plumber needs access Thursday, painter can't start until drywall done"
AI returns: Visual task list showing exactly where everything stands
PM value: Spot bottlenecks before they delay jobs
How to Use This System
Daily Rhythm:
6 AM: Send Assignment Architect output
Shift Change: Use Handoff Helper
As Needed: Deploy Update Broadcaster
Twice Weekly: Share Task Tracker on complex jobs
Platform Tips:
WhatsApp/Telegram: Pin important messages
Text: Keep under 160 characters
Email: Subject line = ACTION REQUIRED: [Topic]
Communication Rules That Work
✅ Always include:
WHO needs to do something
WHAT they need to do
WHEN it needs to be done
WHERE (specific address/location)
WHO to call with questions
❌ Never assume:
Everyone saw the group text
"They should know" what to do
Morning crew told afternoon crew
Subs got the schedule change
Field Notes
"Cut our morning huddle from 30 minutes to 5. Everyone knows their assignment before they arrive." - Operations Manager in Miami
"No more 'I didn't know' excuses. Everything's documented and shared." - Team Lead in Portland
"Subs actually show up at the right time now. The task tracker is magic." - GC in Nashville
Team Size Variations
Adjust prompts based on your crew:
2-5 people: Combine Assignment + Handoff
6-15 people: Use all four prompts
15+ people: Add role tags like [WATER TECH] or [DEMO CREW]
Multi-location: Add city/region labels
What's Next
This is Part 4 of the Admin Automation Playbook.
Next up: Vendor & Sub Management (4 prompts that coordinate your external teams)
This week's challenge: Replace your morning chaos with the Assignment Architect. Time the difference in getting crews deployed.
Found a better way to coordinate teams? Send your method. If it beats ours in testing, we'll feature it with credit.