TaskBullet · Free Resource

AI + VA Workflow
Template Pack

Five copy-ready templates for ChatGPT and Gemini users who delegate to virtual assistants.

Each template gives you the AI prompt and the matching VA task you paste into Basecamp — so nothing falls in the gap between your AI output and your to-do list.

No email required · Copy and use today

Copy the AI Prompt

Paste it into ChatGPT, Gemini, or Claude with your own data filled in.

Review the Output

Skim the AI output — it takes 60 seconds to confirm it's sensible.

Paste the VA Task

Drop the VA Task template into Basecamp with the AI output attached. Done.

Email Inbox Triage Handoff

Inbox Management

Run your inbox through ChatGPT or Gemini to produce a prioritised action list, then hand everything marked "Delegate" to your VA in a single Basecamp message. Works at any inbox volume — AI handles the judgement layer, your VA handles execution.

AI Prompt — paste into ChatGPT / Gemini

Review the email subjects and senders below. For each email, categorize it as: (A) Reply needed — I need to respond personally (B) Delegate — my VA can action this (C) Archive — no action needed For every (B) item, add a one-sentence VA instruction (e.g. "Reply confirming Thursday at 2pm works" or "Forward to accounts@company.com with a note that this is approved"). Format as a numbered list. [Paste email subjects and senders here]

VA Task — paste into Basecamp

Hi [VA name], the AI output is in the thread below. For every item marked (B) Delegate: 1. Draft the reply or take the action described 2. Log the action in our CRM under the contact's record 3. Put drafted replies in the Drafts folder — I'll review before they send 4. Check off each item in this Basecamp to-do when complete Deadline: end of business today. Flag anything unusual before acting on it.

Content Publishing Pipeline

Content

Use ChatGPT or Claude to produce a draft, then hand the entire publishing workflow to your VA — formatting, imagery, scheduling, and distribution. Breaks the "AI drafts sit in Google Docs for weeks" problem.

AI Prompt — paste into ChatGPT / Gemini

Write a [blog post / LinkedIn article / email newsletter section] about [topic]. Requirements: - Tone: match the sample below - Length: under [X] words - Include a CTA at the end linking to [URL] - Add 2–3 supporting statistics from credible sources (include source names) [Paste a tone sample here — a paragraph from a previous post works well]

VA Task — paste into Basecamp

Hi [VA name], the AI draft is in the thread below. Please: 1. Proofread and fix any formatting or factual issues 2. Source the featured image from our Google Drive: [folder link] 3. Format and upload to [CMS] using our standard style guide 4. Schedule the LinkedIn version for [day] at 9am [timezone] 5. Reply to this message with the published URL once it's live Let me know if any facts or links need checking before you publish.

Lead Research to CRM

Lead Research

Gemini and ChatGPT are fast at structured company research. This template turns that output into a CRM-ready brief your VA can verify, log, and queue for outreach — without you touching the pipeline.

AI Prompt — paste into ChatGPT / Gemini

Research [company name / website URL] and compile: 1. Company size and industry 2. Key decision makers — names, titles, and LinkedIn profile URLs if findable 3. Recent news: funding rounds, product launches, leadership changes, or press coverage in the last 6 months 4. One paragraph on why they might need [your service / product] based on what you've found Format as a structured brief. Flag anything you're uncertain about.

VA Task — paste into Basecamp

Hi [VA name], the AI research brief is below. Please: 1. Verify each LinkedIn profile is current and matches the name/title listed 2. Create the contact in our CRM with tags: [prospect] [industry] [source: AI research] 3. Queue an outreach email using Template [B] in our shared drafts folder 4. Add the company to the weekly pipeline review spreadsheet in column D If any profile can't be verified, leave the field blank and add a note rather than guessing.

Meeting Prep Pack

Meetings

Generate a full meeting prep pack in seconds — agenda, open questions, and a pre-read summary — then hand all the logistics to your VA so every meeting starts with no friction.

AI Prompt — paste into ChatGPT / Gemini

I have a [meeting type — e.g. discovery call / quarterly review / sales demo] with [name / company] on [date]. Here's what I know about them: [Paste your notes — company background, previous interactions, context] Please generate: 1. A 5-point agenda for the meeting 2. 3 open questions I should ask to uncover what I need to know 3. A 1-paragraph pre-read summary suitable to send to all attendees 24 hours before Keep the pre-read concise and professional — no jargon.

VA Task — paste into Basecamp

Hi [VA name], the AI prep pack is in the thread below. Please: 1. Create the calendar invite with the agenda pasted into the description field 2. Send the pre-read paragraph to [attendee list] exactly 24 hours before the meeting 3. Set a 15-minute personal prep reminder for me 30 minutes before 4. After the meeting, check with me — if I mark it "follow-up needed," book a 30-min slot within 2 business days If any attendee's email isn't in the CRM, flag it before sending.

Weekly Ops Digest

Operations

Dump your week's notes into ChatGPT or Gemini and get a clean structured digest. Your VA adds the time data, formats it, and distributes it — so your team gets a consistent weekly update with no effort from you.

AI Prompt — paste into ChatGPT / Gemini

Here are my notes and updates from this week: [Paste notes — Slack threads, bullet points, email summaries, anything] Generate a structured weekly ops digest with: 1. Top 3 wins from this week 2. Top 3 open items or blockers 3. One risk to flag for leadership 4. Action items and owners for next week Keep it under 300 words. Direct, professional tone — no filler sentences.

VA Task — paste into Basecamp

Hi [VA name], the AI digest draft is below. Please: 1. Clean up any formatting issues and correct obvious errors 2. Add the Clockify time summary for the week — see the attached report 3. Email the final version to [team distribution list] by Friday at 4pm [timezone] 4. File a copy in the Weekly Digests folder in Google Drive under [year/month] 5. Reply to this message with confirmation once sent If the time data looks off vs. last week by more than 20%, flag it before sending.

Also available inside ChatGPT

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Common questions

What are AI + VA workflow templates?▾

They are paired templates — one AI prompt you paste into ChatGPT or Gemini, and one VA task you paste into your project management tool like Basecamp. The AI handles the analysis or drafting layer; your VA handles execution. Together they close the gap between AI output and completed work.

Do I need to sign up or give my email to use these templates?▾

No. All five templates are free to copy and use immediately with no account, no email address, and no credit card required. Just click Copy and paste them into your workflow.

Which AI tools work with these templates?▾

The AI prompts are designed for ChatGPT (GPT-4o), Google Gemini, and Anthropic Claude. They use plain natural language with no special syntax, so they work in any AI assistant that accepts conversational prompts.

Do I need a TaskBullet virtual assistant to use these templates?▾

No — the templates work with any VA. The VA task sections reference Basecamp because that is the tool TaskBullet uses, but you can adapt the handoff instructions to any project management tool: Asana, Notion, Trello, or a simple email.

Community outreach

Sharing this pack?

Copy one of these ready-made posts to share in AI communities, Slack groups, or on LinkedIn.

Reddit (r/ChatGPT · r/artificial)

Sharing a free resource I found useful: a 5-template AI + VA Workflow Pack from TaskBullet.

Each template has two parts:
1. An AI prompt you paste into ChatGPT or Gemini
2. A matching VA task you hand off once the AI output is ready

Templates cover: inbox triage, content publishing, lead research, meeting prep, and weekly ops digest.

No email required, totally free to copy: https://taskbullet.com/ai-templates

If you use ChatGPT or Gemini for work but still feel like things fall through the cracks — this is the missing piece.

TaskBullet put together a free AI + VA Workflow Template Pack: 5 paired templates that give you the AI prompt AND the matching handoff task for your virtual assistant.

Inbox triage → content publishing → lead research → meeting prep → weekly digest.

No sign-up. Copy and use today: https://taskbullet.com/ai-templates

#productivity #virtualassistant #ChatGPT #AIworkflow

Community / Slack / Discord

Quick share — found a free template pack that pairs AI prompts with VA handoff tasks: https://taskbullet.com/ai-templates

5 templates for ChatGPT/Gemini users: inbox, content, lead research, meeting prep, ops digest. No email needed. Each template has the AI prompt + the task to drop in Basecamp/Asana/Notion.

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Common questions

What are AI + VA workflow templates?▾

Do I need to sign up or give my email to use these templates?▾

No. All five templates are free to copy and use immediately with no account, no email address, and no credit card required. Just click Copy and paste them into your workflow.

Which AI tools work with these templates?▾

Do I need a TaskBullet virtual assistant to use these templates?▾

Sharing this pack?

Copy one of these ready-made posts to share in AI communities, Slack groups, or on LinkedIn.

Reddit (r/ChatGPT · r/artificial)

Sharing a free resource I found useful: a 5-template AI + VA Workflow Pack from TaskBullet.

Each template has two parts:
1. An AI prompt you paste into ChatGPT or Gemini
2. A matching VA task you hand off once the AI output is ready

Templates cover: inbox triage, content publishing, lead research, meeting prep, and weekly ops digest.

No email required, totally free to copy: https://taskbullet.com/ai-templates

If you use ChatGPT or Gemini for work but still feel like things fall through the cracks — this is the missing piece.

TaskBullet put together a free AI + VA Workflow Template Pack: 5 paired templates that give you the AI prompt AND the matching handoff task for your virtual assistant.

Inbox triage → content publishing → lead research → meeting prep → weekly digest.

No sign-up. Copy and use today: https://taskbullet.com/ai-templates

#productivity #virtualassistant #ChatGPT #AIworkflow

Community / Slack / Discord

Quick share — found a free template pack that pairs AI prompts with VA handoff tasks: https://taskbullet.com/ai-templates

5 templates for ChatGPT/Gemini users: inbox, content, lead research, meeting prep, ops digest. No email needed. Each template has the AI prompt + the task to drop in Basecamp/Asana/Notion.