Free guide · works with ChatGPT, Claude or Gemini

Subcontractor Management Kit: a free AI prompt to start

Turn ad‑hoc subcontracting into a controlled, auditable workflow that produces a complete file from project context through contract, delivery, payments, and closeout. You’ll get named, reusable artefacts that standardise selection, quality, and commercial control across vendors and projects.

Step 1, free.

Copy this, paste it into your AI, and swap the [BRACKETS] for your own details.

Setup & Context: Capture Project Context

Provide: [PROJECT OVERVIEW], [OBJECTIVES & SUCCESS CRITERIA], [SITES/LOCATIONS & ACCESS CONSTRAINTS], [KEY STAKEHOLDERS & ROLES], [PROGRAMME MILESTONES & DEADLINES], [BUDGET RANGE & COST DRIVERS], [DEPENDENCIES ON OTHER TEAMS/VENDORS], [ASSUMPTIONS], [CONSTRAINTS], [COMMUNICATION CHANNELS], [ENTERPRISE STANDARDS/POLICIES], [TECHNICAL DRAWINGS/SPECS/LINKS], [APPROVALS/CONSENTS STATUS], [REPORTING CADENCE], [DECISION RIGHTS].
Act as a senior operations lead and produce a concise, vendor-briefable Project Context Dossier that will anchor all downstream controls.
Work through it like this:
1) Normalise: expand acronyms, align units, and turn vague goals into measurable outcomes tied to dates and dollars.
2) Map the delivery context: sites, interfaces, other works, outages, change freezes, and any owner-supplied items.
3) Identify critical path drivers and no-go windows; note any approvals/consents gating mobilisation.
4) Define governance: decision rights, escalation path, RASCI for client-side roles, and reporting cadence.
5) Extract vendor-relevant constraints and assumptions that must carry into the SOW.
Give me the output as:
- Project Context Dossier (sections): 1) Executive Brief; 2) Scope Intent (not the SOW); 3) Sites & Interfaces; 4) Milestones & Windows; 5) Dependencies; 6) Constraints & Assumptions; 7) Governance & Comms; 8) Artefacts & Links.
- Context Summary Table with columns: Item, Detail, Source/Link, Impact on Vendor, Confidence (High/Med/Low).
Quality bar: A new project manager can brief a subcontractor in 10 minutes and the subcontractor has zero unit ambiguities or missing dates.
If any field is unavailable, ask targeted questions or mark MISSING with the impact noted in the summary table.

How to get a good answer.

01Fill every [BRACKET] with real detail. Vague in, vague out.
02Read the answer, then reply with what's wrong or missing. The AI fixes it in seconds.
03Check facts, prices and anything legal or safety-related yourself before you use it.

The rest of the workflow.

Step 1 gets you started. The full Subcontractor Management Kit takes you all the way, 14 steps in order:

01Setup & Context: Capture Project Context (free above)
02Setup & Context: Define Work Package
03Setup & Context: Set Risk, Safety & Compliance
04Source & Commit: Vet & Shortlist
05Source & Commit: Evaluate & Reference Check
06Source & Commit: Contract & Rate Card
07Deliver & Control: Mobilise & Onboard
08Deliver & Control: Plan Quality Gates
09Deliver & Control: Run Kick-off & Roles
10Deliver & Control: Gate & Inspect
11Deliver & Control: Manage Changes & Variations
12Deliver & Control: Track Progress & Payment Claims
13Close & Improve: Invoice & Closeout
14Close & Improve: Review & Archive for Reuse

Get the full kit · NZ$19.50

Pay once, keep it. Delivered instantly with a copy button on every prompt.

Questions

Does this work with the free version of ChatGPT?

Yes. The prompt works in the free versions of ChatGPT, Claude and Gemini, on a phone or a computer.

What do I put in the [BRACKETS]?

Your real details: notes, numbers, names, whatever the bracket asks for. The more specific you are, the better the answer.

Is the AI's answer always right?

No. Treat it as a strong first draft: check facts, figures and anything legal or safety-related before you use it.

What's in the full Subcontractor Management Kit?

14 steps run in order, a system prompt that sets the AI up for the job, worked examples, fix-it prompts and a quality checklist. It's NZ$19.50 once, no subscription.

Know someone who'd use this?

Send them the free prompt:

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