Smarter Week

How to automate it

How to automate “plan the production schedule against orders, people and materials”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

120 min
typically, once a week
35%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI check the production plan against capacity and materials

Export orders, capacity and stock into a file; AI spots overloads, missing materials and better sequences. You make the call, but the checking is done in minutes.

Typically saves about 35% of the time15 min to set up
  1. 1Export open orders, machine capacity, staffing and material availability.
  2. 2Upload to Copilot in Excel or an approved AI assistant.
  3. 3Use the prompt below.
  4. 4Check its suggestions against what you know about the floor before changing the plan.
Prompt to copy
Here is next [WEEK]'s production plan, machine capacity, staffing and material stock. Find: 1) days or machines over capacity, 2) orders that will be short of material, 3) a better sequence to cut changeovers on [LINE], 4) orders at risk of missing their due date. Show the numbers behind each point and do not change any due dates.

Tools: Copilot in Excel · ChatGPT, Claude, Gemini or Microsoft Copilot

Fix 2 of 2

AI

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Plant / operations manager

HourLeak · the 8-minute work audit

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Other common tasks for Plant / operations managers