TemplatesPlan

Break a project into steps

Turn a project description into a short list of steps with one job each, put them in an order a person can follow, say how long each takes and who does it, and check the plan against the date.

Sample results: runs and scores on this page are illustrations while testing is set up. How we test

  • Who it is for: Anyone who runs a small project, such as a coordinator, an assistant, a team lead or a volunteer organizer.
  • Time: 20 minutes

Download it, in the format you use

  • Prompt chain

    Copy each step into ChatGPT or Claude, one after another.

  • Checklist

    Follow the steps and check off the checks by hand.

  • Claude skill

    A folder Claude loads, so it follows the steps by itself.

  • n8n file

    Import into n8n and connect your own AI account.

Open in the Editor

Using a download:How to use this in n8nHow to install a Claude skill

How it runs

Select a part to see its prompt, input, output and check.

The same job, with and without the template

Sample

One plain prompt

Break this project into steps and give me a plan. (The same project description is pasted below.)

Project plan: case-tracking training day

  • Plan the training and confirm the date with Hana.
  • Book the room and order lunch.
  • Send an invitation to all 14 staff by November 12.
  • Prepare the practice copy and the quick guide.
  • Print the guides.
  • Run the training on Thursday, November 19.
  • Collect feedback after the training.

Timeline First week: planning and booking. Second week: preparing the materials. Third week: reminders to staff.

Budget: allow 300 dollars for lunch.

Tip: build in some extra time and check in with Omar regularly.

Problem:Three steps do two jobs at once, nothing says what each step needs first, how long it takes or who does it, and it adds a date it worked out itself (November 12) and a budget (300 dollars) the description never gave.

With this template

The same input, run through the steps.

Goal: Run a one-day training on the new case-tracking system for 14 staff on Thursday, November 19, 9 am to 3 pm, in the main office.

Steps in order

Swipe sideways to see all columns

StepWhat to doNeeds firstTime neededWho
AAsk Hana to confirm she can run the training on Thursday, November 19Nothingunder an hourYou
BAsk Omar to reserve the room with a projector for 9 am to 3 pmAunder an hourOmar
CSend staff the notice at least a week before the trainingA, Bunder an hourYou
DAsk Omar to order lunch for everyone attendingAunder an hourOmar
EAsk Omar to test the projector in the roomBunder an hourOmar
FSet up the practice copy of the systemNothinghalf a dayYou
GAdd made-up clients to the practice copyFhalf a dayYou
HWrite the one-page quick guideFhalf a dayYou
IPrint one quick guide for each personHunder an hourYou
JTry the practice copy from start to finishG, Hunder an hourYou

Does it fit?

Seven steps take under an hour each and three take half a day each, which adds up to about two working days. At the 5 hours a week you gave, that is about three to four weeks of work, so start at least four weeks before Thursday, November 19. Hana is free on that day only, so step A comes first.

Not in the description

  • Who can load a practice copy of the system, and do you have access to do it?
  • Which room in the main office has a projector?
  • Does the lunch need to cover any dietary needs?

Check the order and the times with the people who will do the work before you start.

  • Check:Every quote is word for word from the description: Six pieces, each with a quote found word for word in the description.
  • Check:Every step has a job and a way to see it is done: Ten steps, A to J, each with a job and a way to see it is done filled in.
  • Check:Every step says what it needs first: Ten rows, each with something in Needs first; steps A and F say Nothing.
  • Check:Every time is one of the five allowed phrases: Ten rows, each Time needed one of the five allowed phrases: 7 under an hour and 3 half a day.
  • Check:The plan ends with the reminder to check it with the people doing the work: The closing line is there: Check the order and the times with the people who will do the work before you start.
  • Check:Every number in the plan is in the description: Every number in the plan (14, 19, 9, 3 and 5) is in the description.
  • Check:Each step does one job: Each of the ten steps names one job; none joins two with and or then.
  • Check:No step comes before one it needs: Every step comes after the steps it needs, such as C after A and B, and every letter named is a step in the table.
  • Check:The fit check says only what the description supports: The fit section uses only the 5 hours a week and the date from the description, and Hana being free on one day only.
  • For your read:The person doing the work agrees with the order and the times: Will you check the times with Omar, who does three of the steps, before you start?

Runs and scores

Sample

Claude, Sonnet model

October 4, 2026, easy sample

  • Check:Every quote is word for word from the description

    Three pieces, each with a quote found word for word in the description.

  • Check:Every step has a job and a way to see it is done

    Five steps, A to E, each with a job and a way to see it is done filled in.

  • Check:Every step says what it needs first

    Five rows, each with something in Needs first; steps A and B say Nothing.

  • Check:Every time is one of the five allowed phrases

    Five rows, each Time needed one of the five allowed phrases: all 5 under an hour.

  • Check:The plan ends with the reminder to check it with the people doing the work

    The closing line is there: Check the order and the times with the people who will do the work before you start.

  • Check:Every number in the plan is in the description

    Every number in the plan (20, 6 and 2) is in the description.

  • Check:Each step does one job

    Each of the five steps names one job; none joins two with and or then.

  • Check:No step comes before one it needs

    Every step comes after the steps it needs, such as D after A and C, and every letter named is a step in the table.

  • Check:The fit check says only what the description supports

    The fit section says the five short steps fit well inside the 2 hours a day the description gives, and adds no hours of its own.

  • For your read:The person doing the work agrees with the order and the times

    Will you ask Priya whether she can print the 20 copies on the day you send her the file?

Fixed: Nothing needed fixing: every check passed on the first pass.

Met 10 of 10

1 of these is for your read: the tool hands it to you.

ChatGPT, GPT model

October 5, 2026, tricky sample

  • Check:Every quote is word for word from the description

    Four pieces (the tablet, the visitor list, the privacy notice review and the front desk lesson), each with a quote found word for word in the description.

  • Check:Every step has a job and a way to see it is done

    Nine steps, A to I, each with a job and a way to see it is done filled in.

  • Check:Every step says what it needs first

    Nine rows, each with something in Needs first; steps A, C and E say Nothing.

  • First pass failed:Every time is one of the five allowed phrases

    The first version wrote "two weeks" in Time needed for the lawyer's reply, and the column must use one of the five allowed phrases.

  • Check:The plan ends with the reminder to check it with the people doing the work

    The closing line is there: Check the order and the times with the people who will do the work before you start.

  • Check:Every number in the plan is in the description

    Every number in the plan (4 and 30) is in the description.

  • Check:Each step does one job

    Each of the nine steps names one job; none joins two with and or then.

  • Check:No step comes before one it needs

    Every step comes after the steps it needs, such as I after B and H, and every letter named is a step in the table.

  • Failed:The fit check says only what the description supports

    The fit section said the plan fits before Monday, January 4, but the description gives no hours, so it cannot say that.

  • For your read:The person doing the work agrees with the order and the times

    Will you ask the lawyer how long the review really takes, and ask Ruth whether she can help the week she is back?

Fixed: The time step ran again once with the five allowed phrases restated, and the lawyer's reply then read a week or more. The plan step ran again once and the Does it fit? section still said the plan fits before Monday, January 4 with no hours given, so the check failed again and the run stopped there and flagged it for you.

Met 9 of 10

  • Not met:The fit check says only what the description supports: The fit section still says the plan fits before Monday, January 4, but the description gives no hours.

1 of these is for your read: the tool hands it to you.

n8n, import format 2.20

October 6, 2026, typical sample

  • Check:Every quote is word for word from the description

    Six pieces, each with a quote found word for word in the description.

  • Check:Every step has a job and a way to see it is done

    Ten steps, A to J, each with a job and a way to see it is done filled in.

  • Check:Every step says what it needs first

    Ten rows, each with something in Needs first; steps A and F say Nothing.

  • Check:Every time is one of the five allowed phrases

    Ten rows, each Time needed one of the five allowed phrases: 7 under an hour and 3 half a day.

  • Check:The plan ends with the reminder to check it with the people doing the work

    The closing line is there: Check the order and the times with the people who will do the work before you start.

  • Check:Every number in the plan is in the description

    Every number in the plan (14, 19, 9, 3 and 5) is in the description.

  • First pass failed:Each step does one job

    The first version had the step "Reserve the room and test the projector", which names two jobs.

  • Check:No step comes before one it needs

    Every step comes after the steps it needs, such as C after A and B, and every letter named is a step in the table.

  • Check:The fit check says only what the description supports

    The fit section uses only the 5 hours a week and the date from the description, and Hana being free on one day only.

  • For your read:The person doing the work agrees with the order and the times

    Will you check the times with Omar, who does three of the steps, before you start?

Fixed: The steps step ran again once and split "Reserve the room and test the projector" into two steps, one to reserve the room and one to test the projector; every step then named one job.

Met 10 of 10

1 of these is for your read: the tool hands it to you.

The steps, and the check on each

  1. Step 1: List the pieces the project needs

    Write down each thing the description says must exist, be booked, be sent or be ready, with the words it uses.

    Hands back: A table of the pieces the project needs, each with the description's own words.

    Check:Every quote is word for word from the description

    A plain rule. If it fails, run the step again (the n8n file does this for you).

  2. Step 2: Split each piece into steps of one job

    Turn every piece into steps that each do one thing, and say how to tell each is done.

    Hands back: A lettered table of steps, each with one job and a way to see it is done.

    Check:Every step has a job and a way to see it is done

    A plain rule. If it fails, run the step again (the n8n file does this for you).

  3. Step 3: Put the steps in order

    Say which steps must be finished before each one can start, and list them so each comes after the ones it needs.

    Hands back: The steps in an order a person can follow, each with what it needs first.

    Check:Every step says what it needs first

    A plain rule. If it fails, run the step again (the n8n file does this for you).

  4. Step 4: Say how long each step takes and who does it

    Give each step a time in plain words and a person or role, using only the people the description names.

    Hands back: The ordered steps with a time in plain words and a person or role on each.

    Check:Every time is one of the five allowed phrases

    A plain rule. If it fails, run the step again (the n8n file does this for you).

  5. Step 5: Write the plan and check it against the date

    Put the steps, the times and a plain answer to "does it fit?" on one page a person can follow.

    Hands back: A one-page plan with the steps in order, times, people, a fit check and the open questions.

    Check:The plan ends with the reminder to check it with the people doing the work

    A plain rule. If it fails, run the step again (the n8n file does this for you).

After the last step

  • Check:Every number in the plan is in the description

    A plain rule. If it fails, run the step again (the n8n file does this for you).

  • Check:Each step does one job

    A second look by the AI. If it fails, run the step again (the n8n file does this for you).

  • Check:No step comes before one it needs

    A second look by the AI. If it fails, run the step again (the n8n file does this for you).

  • Check:The fit check says only what the description supports

    A second look by the AI. If it fails, run the step again (the n8n file does this for you).

  • Check:The person doing the work agrees with the order and the times

    You check this one. If it fails, it is flagged for you.

What you need first

  • The project(needed)

    Paste what you know, in any order. Say what you are making, the date it must be done by, who can help and how many hours you have.

Ways to adapt it

  • The template makes each step do one job, and each of its own steps does one job too. They list the pieces, split them, order them, add time and people, then write the plan. Run the steps one at a time if you want to change one.
  • Say the date and the hours you have in the description. The plan can only tell you whether it fits when it has both, and it says so when one is missing.
  • The times are guesses in plain words, not estimates from data. Change any that you know better, then run the last step again.
  • A number that is only in your head is not in the description, so the number check will not accept it in the plan. Write it in the description if you want it used.
  • For a big project, run it once for each part and join the tables.
  • Paste only what you are allowed to share with an AI tool. Change names to roles first if you would rather not share them.

Change any step or check in the Editor, then download it again.

Try it with a sampleSample

A one-day staff training with six things to get ready, a trainer who is free on one day only, a notice period, and a few hours a week to do it in.

The project
We need to run a one-day training on the new case-tracking system for 14 staff. It is on Thursday, November 19, 9 am to 3 pm, in the main office. The trainer, Hana, is free that day only. We need a room with a projector, a practice copy of the system filled with made-up clients, and a one-page quick guide for each person. Staff must hear about it at least a week ahead. Lunch is provided. I have about 5 hours a week to work on this, and Omar in operations can help with the room and lunch.

The scoring guide

Sample

One criterion for each check, marked met or not met. (The guides in Quality rate a whole piece of work on three levels.) Under each one is how the three sample runs scored.

Download the scoring guide (Markdown)

  • Every quote is word for word from the description

    A plain rule

    Meets:Every quote in the table is found word for word in the description.
    Does not meet:A quote has been reworded, or is not found word for word in the description.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • Every step has a job and a way to see it is done

    A plain rule

    Meets:Every step has a job and a way to see it is done filled in.
    Does not meet:A step has a blank or a dash in the job or in the Done when cell.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • Every step says what it needs first

    A plain rule

    Meets:Every step says what it needs first, using letters, or the word Nothing.
    Does not meet:A step has a blank or a dash in the Needs first cell.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • Every time is one of the five allowed phrases

    A plain rule

    Meets:Every Time needed cell is one of under an hour, half a day, a day, a few days or a week or more.
    Does not meet:A cell has a number or other words, such as two weeks or soon.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • The plan ends with the reminder to check it with the people doing the work

    A plain rule

    Meets:The plan ends with the line Check the order and the times with the people who will do the work before you start.
    Does not meet:The line is missing or reworded.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • Every number in the plan is in the description

    A plain rule

    Meets:Every number in the plan is also in the description.
    Does not meet:A number is in the plan that the description does not give, such as a date or a cost.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • Each step does one job

    A second look by the AI

    Meets:Each step names one job, with no and, then or list inside it.
    Does not meet:A step joins two jobs, such as reserve the room and test the projector.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • No step comes before one it needs

    A second look by the AI

    Meets:No step comes before a step it needs, and every letter named in Needs first is a step in the table.
    Does not meet:A step comes before one it needs, or names a letter that is not in the table.
    Claude:Met
    ChatGPT:Met
    n8n:Met

  • The fit check says only what the description supports

    A second look by the AI

    Meets:The fit section uses only the hours and the date in the description, and says so when one is missing.
    Does not meet:The fit section says the plan fits, or does not, using hours or dates the description does not give.
    Claude:Met
    ChatGPT:Not met
    n8n:Met

  • The person doing the work agrees with the order and the times

    You check this one

    Meets:You read the plan with the person who will do the work and changed any step or time they disputed.
    Does not meet:The plan is used without the person doing the work reading it, or a disputed time is left in.
    Claude:For your read
    ChatGPT:For your read
    n8n:For your read

Claude: met 10 of 10 (including 1 for your read)

ChatGPT: met 9 of 10 (including 1 for your read)

n8n: met 10 of 10 (including 1 for your read)

Learn from this template

Each step has one job, and so does each step of this template: list the pieces, split them, put the steps in order. Because the order is its own step, a wrong order is caught there and only that step runs again.

Where to see it: step 2 (Split each piece into steps of one job); step 3 (Put the steps in order).

Read the guide: Steps

More to read:Adapting a template

Practice:Watch a check runScoring guides

Which one fits?

Related templates

All Plan templates

Write

Review

Review

Last run
October 6, 2026: n8n, import format 2.20 (sample run)
Tools and versions
Claude, Sonnet model; ChatGPT, GPT model; n8n, import format 2.20
What was checked
The files, against each tool’s import format, and 3 sample runs, each check’s finding recorded.
Version
1.0
What changed
First release.

Report a problem with this templateHow we test