# Free checklists and prompts > Free checklists and ready-to-use prompts from SporeSec: which process to automate first, a website brief, office IT basics and more. - Web page: https://sporesec.com/en/downloads - Language: English - Last updated: 2026-10-30 - Also in עברית: https://sporesec.com/he/downloads.md ## Answer Short, practical, and yours to keep. Use them on your own, or bring them to a call and we will go through them with you. Free checklists and ready-to-use prompts from SporeSec: which process to automate first, a website brief, office IT basics and more. ## Which process to automate first Twelve yes-or-no checks that show where automation would help most. Count your yes answers. - The work. A task repeats every day with the same steps. Write down the three that take the most time. - The work. Only one person knows how to run a process. Documenting it is the cheapest first step. - The work. A new inquiry waits more than a few hours for a first answer. A fast first reply is the easiest thing to automate. - The work. The same data is typed twice in two tools: form to CRM, CRM to invoice, sheet to mail. - The data. You cannot say which tool holds the true customer record. - The data. A spreadsheet works as your database and more than one person edits it. - The data. You do not know who can see or change what in each tool. - The team. Your team answers the same questions again and again: status, hours, availability. - The team. Work passes between people at known points, such as sales to operations or operations to billing, and sometimes falls between them. - Access and budget. Passwords or access keys are kept in a shared document or chat. - Access and budget. For some tool you do not know whether you can export your data. - Access and budget. You cannot name what you pay each month for tools. How to read it. Three yes answers or fewer: pick one item and fix it first; you may not need new tools. Four to eight: you have a clear first candidate, so mark the one that costs you most hours. Nine or more: start with the data and the access items, because automation copies whatever structure already exists. This is a thinking aid, not a measurement. Want a second pair of eyes? Book a free 30-minute call and we will go through it with you. ## Website brief: what to tell a builder The questions a web builder should ask you, answered before the first call. - What does the site have to do for the business, in one sentence? - Who is the visitor, and what do they want in the first ten seconds? - The three actions you want visitors to take: call, WhatsApp, form. - The pages you have today and the pages you need. - Languages: Hebrew, English, both. Who writes each? - Content you already have: text, photos, logos, and who owns the rights. - Who updates the site after launch? - Where the domain and the email are registered, and who has the logins. - Tools it must connect to: calendar, invoicing, CRM, payments. - Two sites you like and one you do not, and why. ## Office IT basics Ten things to know about the accounts, devices and backups your office depends on. It is a to-do list, not a statement that anything is secure. - A list of every account the business uses (mail, domain, hosting, banking, invoicing) and who owns each. - Two people can recover the main accounts. - Each person has their own login, with no shared passwords. - A password manager is in use. - Two-step sign-in is on for mail and for the domain. - Company data is backed up, and someone has restored from the backup once. - A list of devices and who uses each. - When someone leaves, a named person removes their access the same day. - Software on office computers updates automatically. - You know who to call when the internet or the printer stops. ## Customer inquiries: reply and hand-off A short list for how your business answers a new inquiry, from the first message to the first meeting. - Every channel inquiries arrive on: phone, WhatsApp, form, email, social. - One place where all of them land. - Who answers each channel, and what happens when they are away. - The target time for a first reply, written down. - The three questions you always ask first. - Where the answers are stored. - How the lead moves to a quote or a meeting. - What happens to a lead nobody answered in two days. - How a customer can reach a person when a bot answers. - Who checks, once a month, how many inquiries became customers. ## Prompts for an AI assistant Ready-to-paste prompts. Replace the words in square brackets. Do not paste customer names, phone numbers or other personal details into an assistant unless you have checked what it does with them. - [Read how we think about data safety](https://sporesec.com/en/data-safety.md) ### Find what to automate I run [type of business] with [number] people. Here is how a normal week goes: [describe in plain words]. List the five tasks most likely to repeat with the same steps, and for each say what information it needs and who does it today. Do not suggest tools yet. ### Write a website brief Turn these notes into a one-page website brief for a web builder: [paste notes]. Use these headings: goal, visitors, the three actions, pages, languages, content we have, integrations. Mark anything missing as [to confirm]. ### Draft answers to common questions Here are the questions customers ask most: [list, without names]. Write a short, plain answer to each in [Hebrew or English], using only these facts: [facts]. If a fact is missing, write [to confirm] and do not guess. ### Meeting notes to tasks From these notes, list the decisions made, then the tasks with an owner and a date. If an owner or a date was not said, write "not set". Notes: [paste notes without personal details]. ### Questions to ask a supplier I am considering [service] from a supplier. List ten questions to ask them about what is included, who owns the data and the work, how I can leave, and what happens if something goes wrong. This is a list of questions, not legal advice. ## Arcana Arcana is our public library of skills for AI agents, with a command line tool to install them. Free to use. - [Arcana on npm: @sporesec/arcana](https://www.npmjs.com/package/@sporesec/arcana) ## Next step - Book a free intro call: https://sporesec.com/en/book.md ## Facts - Free checklists and ready-to-use prompts from SporeSec: which process to automate first, a website brief, office IT basics and more. 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