Exception Handling Playbook — AI workflow for Malaysian SMEs
Exception Handling Playbook turns common exceptions into decision playbook. AI writes the first draft. You check it before it goes out.
Ready-to-use prompts for Exception Handling Playbook
Create prompt
Create prompt
Create a first-pass deliverable
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Create decision playbook. You will get common exceptions from me. Treat this as exception handling playbook for any SME with manual handoffs, repeated errors, bottlenecks or undocumented processes. Keep every section short and concrete. End with the one action to take next. Give me a clean copy-paste version too.
Replace “common exceptions” with your real data.
Analyse prompt
Analyse prompt
Analyse the input and identify the highest-impact insights
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Run an analysis of exception handling playbook. Input: common exceptions. Identify five key findings. Quantify what can be quantified. Explain the impact in plain terms. Produce decision playbook. Finish with the three actions most likely to improve resolution time.
Replace “common exceptions” with your real data.
Optimise prompt
Optimise prompt
Improve an existing version for better business results
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
Review and upgrade my exception handling playbook. Input: common exceptions, plus what we currently produce. Tell me where it loses accuracy, clarity or conversion. Remove work that adds nothing. Hand back a better decision playbook, with each improvement mapped as before-issue, change, expected resolution time movement.
Replace “common exceptions” with your real data.
Automate prompt
Automate prompt
Turn the task into a repeatable AI-assisted workflow
Setup · same in all four
You are helping a small or medium Malaysian business in [industry]. Write in plain English. Use short sentences. If customers will read it in Bahasa Malaysia, add a natural BM version. Do not invent numbers, prices, laws or customer details. If something needs a human to check, say so.
Replace [industry] with yours — “F&B”, “construction”, “retail”.
The task
The task: automate exception handling playbook. The workflow fires on common exceptions and must produce decision playbook. We use Forms, workflow automation, project tools, ERP, spreadsheets. Specify trigger conditions, required fields, the AI's exact job, decision rules, approval gates, fallback handling, data retention and how resolution time gets tracked. Simple beats clever here.
Replace “common exceptions” and the listed systems with what you actually run.
New here? How the four prompts work together
They are one sequence, not four options. Run them in order on the same piece of work, feeding each answer into the next.
Create
Paste your real data. You get a first draft. Most people never need to go further than this.
Analyse
Paste that draft back in. It tells you what is weak, missing or wrong before a customer sees it.
Optimise
Paste the draft again with what Analyse found. You get a stronger version.
Automate
Only once the output has been good five times running. This is the one people reach for too early.
Nothing forces you through all four. A good Create draft that you edit yourself is a finished job. The longer version.
Specification
- You give it
- Common exceptions
- You get back
- Decision playbook
- Moves
- Resolution time
- Run it
- Daily/Monthly
- Priority
- P2
- Works with
- Forms, workflow automation, project tools, ERP, spreadsheets
- Tool guides
- Excel & Google Sheets
Is this for you?
- Pick it for
- Any SME with manual handoffs, repeated errors, bottlenecks or undocumented processes. No setup needed. If you can copy and paste, you can run it.
- What you get
- Drafted in minutes, not built from scratch. It aims at productivity. Watch one number: resolution time.
- Reach for it when
- Most SMEs run it daily, reviewed monthly. If you are doing it by hand more often, automate it first.
How to run it
- 01Collect the input: common exceptions.
- 02Copy the Create prompt and paste it into ChatGPT, Claude or Gemini.
- 03Replace “common exceptions” in the prompt with your real data, then run it.
- 04Read the output against what you already know and correct anything the model guessed at.
- 05Track resolution time. Only wire up the Automate prompt after five useful runs in a row.
The tools you will need
The prompts run in any chat assistant — ChatGPT, Claude or Gemini. These are what you need around them to get the input in and the output somewhere useful.
- Forms
- workflow automation
- Any tool you already use is fine.
- ERP
- Any tool you already use is fine.
- spreadsheets
Data & privacy
If you paste customer or staff details into an AI tool, your business stays responsible for them under the PDPA. Replace names and numbers with initials or references first.
Using customer data with AI tools in Malaysia covers what to check with any provider before you paste.
For this website, it works differently.
Nothing you type here is sent to us or to an AI model. The prompts are static content, and the copy button works directly inside your browser.
Related workflows
- Process MappingTurns current process description into step-by-step process map.
- Bottleneck AnalysisTurns process timings and issues into bottleneck diagnosis.
- SOP DraftingTurns how work is currently done into clear SOP.
- Handoff ChecklistTurns process with multiple owners into handoff checklist.
All operations & process improvement workflows: Operations & Process Improvement
Maintained by Naven Pillai