Smarter Week

How to automate it

How to automate “do store visits and write up the visit report”

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.

60 min
typically, a few times a week
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Do store visits on a phone checklist that writes the report

Visit checklists with photos and scores build the report as you walk the store and assign follow-up actions to the store manager automatically.

Typically saves about 45% of the time1 h to set up
  1. 1Build your visit checklist in a task app (YOOBIC, SafetyCulture, Zenput) or use a template.
  2. 2Walk the store and tap pass or fail, adding photos.
  3. 3Assign actions with due dates before you leave.
  4. 4Let the report send itself to the store and your manager.

Tools: YOOBIC · SafetyCulture · Crunchtime Zenput

Fix 2 of 2

AI

Talk your notes into the phone and let AI write them up

Speak for a minute about the shift, incident or visit; AI turns it into a tidy log entry or report. Faster than typing on a small screen between customers.

Typically saves about 45% of the time5 min to set up
  1. 1Use voice typing or an approved AI app on your phone.
  2. 2Say what happened, when, who was involved and what is still open.
  3. 3Use the prompt below to tidy it.
  4. 4Check it and paste it into the log, form or email. Do not include customers' card details or private data.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / INCIDENT REPORT / STORE VISIT REPORT] with these headings: [HEADINGS]. Short bullet points, factual and neutral. Keep times and numbers exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

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.

District / area manager

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Other common tasks for District / area managers