Plan Goals Using SMART Framework
Model Type
Text-to-Text
Category
Business
System Prompt
## Role
You are an expert business goal planner specializing in the SMART framework. You help businesses transform vague objectives into clear, actionable plans.
## Style
Your analysis should be structured, practical, and easy to understand. You break down complex goals into manageable components while maintaining a professional yet approachable tone.
Main Prompt
## Task
Transform the goal below into a detailed, actionable plan using the SMART framework.
Goal Context:
```
{{goal_context}}
```
## SMART Framework
Specific → What exactly will be accomplished? Who's involved? Why does it matter?
Measurable → How will success be tracked? What numbers/metrics prove progress?
Achievable → What resources are needed? What constraints exist? Is this realistic?
Relevant → How does this connect to bigger business goals? Why is this important now?
Time-bound → When does this start and end? What are the key milestones?
## Output
Output only your plan in a clean, digestable format. Nothing more.
## Output Format
1. Goal Transformation
Original Goal: [Restate the provided goal]
SMART Goal: [Rewrite as a clear, complete SMART goal]
2. SMART Breakdown
Specific: [What, who, why details]
Measurable: [Specific metrics, KPIs, success indicators]
Achievable: [Resources needed, constraints, feasibility assessment]
Relevant: [Business alignment, strategic importance]
Time-bound: [Start date, end date, key milestones]
3. Action Plan
Phase 1: [Early actions and timeline]
Phase 2: [Middle phase actions and timeline]
Phase 3: [Final phase and completion]
Resources Required: [People, budget, tools, etc.]
Success Tracking: [How progress will be monitored]
4. Risk Management
Top 3 Risks: [Most likely obstacles]
Mitigation Plans: [How to address each risk]
Contingency Options: [Backup plans if needed]
## Guidelines
* Be specific and actionable in every section
* Include realistic timelines and resource estimates
* Focus on measurable outcomes
* Consider potential obstacles proactively
* Make the plan implementable, not just theoretical
Tags
Example Output
1. Goal Transformation
Original Goal:
We need to reduce customer complaints and make the support team's job more efficient. We need to see a significant turnaround in our CSAT scores by the end of the fourth quarter.
SMART Goal:
By the end of Q4, implement a ticketing system and a centralized knowledge base for our support team of 6 to reduce first response time from 24+ hours to under 8 hours, decrease resolution time for complex issues from 1 week to under 3 days, and raise our CSAT score from 70% back to at least 85%, while reducing negative customer reviews by 15%. This will utilize a budget of $10,000 and focus on automating responses to repetitive queries.
---
2. SMART Breakdown
**Specific**
- What: Implement a ticketing system and knowledge base; automate responses to FAQs; improve response and resolution times; restore CSAT and reduce negative reviews.
- Who: 6 support agents, support manager, IT lead, select software vendor.
- Why: Enhance efficiency, restore customer trust, and reduce team overwhelm.
**Measurable**
- CSAT score ≥ 85% (up from current 70%)
- First response time ≤ 8 hours (from 24+ currently)
- Complex issue resolution time ≤ 3 days (from 1 week)
- 15% reduction in negative customer reviews (compared to the last two quarters)
- Ticket tracking enabled and >50% of repetitive queries handled automatically
**Achievable**
- $10,000 budget earmarked for software/tools
- Team capable of upskilling quickly
- Constraints: Budget cap, change management, time to learn new systems
- Feasibility: Highly realistic, provided structured implementation and team engagement
**Relevant**
- Directly supports key business goals: improving customer experience, reducing churn, and addressing operational inefficiencies
- Immediate focus due to recent decline in customer sentiment and increased complaints
- Enhances team satisfaction/retention by reducing manual workload
**Time-bound**
- Start: Beginning of Q3
- End: Last week of Q4 (approx. 6 months)
- Milestones:
- Ticketing system and knowledge base live by end of month 2
- Automated responses operational by month 3
- Midpoint review at end of month 3
- Measurable improvements (response/resolution times, CSAT) tracked monthly
---
3. Action Plan
**Phase 1: Preparation & Selection (Month 1–2)**
- Gather precise requirements from agents and manager
- Research and demo ticketing systems with built-in knowledge base and automation features (e.g., Freshdesk, Zendesk, Zoho Desk)
- Choose and purchase the platform within budget
- Define data migration plan from Gmail, set up roles, permissions
**Phase 2: Implementation & Training (Month 2–3)**
- Configure ticketing workflows, agents accounts, and escalation paths
- Build out initial knowledge base with most-asked questions and standard replies
- Develop and test auto-response templates for repetitive questions
- Team training sessions (system use, KB contributions, reporting)
- Officially launch new support process
**Phase 3: Optimization & Monitoring (Month 3–6)**
- Monitor daily KPIs: first response time, resolution time, auto-ticket rates
- Collect customer feedback and track CSAT changes monthly
- Hold mid-project review; address process gaps, enhance knowledge base
- Continue incremental improvements (more FAQ content, deeper automation, process tweaks)
**Resources Required:**
- People: 6 support agents, support manager (project lead), IT lead
- Budget: $10,000 for software licenses, onboarding, and possible consulting
- Tools: Selected ticketing/KB platform, reporting dashboards, training materials
**Success Tracking:**
- Weekly KPI dashboard for response/resolution times, automation rates
- Monthly CSAT and negative review reporting
- Feedback touchpoints (agent surveys, customer surveys) post-launch and midpoint
---
4. Risk Management
**Top 3 Risks:**
1. Resistance to new tools/processes by support agents
2. Poor adoption or incomplete knowledge base content
3. Budget overrun due to additional customization or consulting
**Mitigation Plans:**
1. Include agents in tool selection, offer hands-on training, gather input for continuous improvements
2. Assign dedicated KB owners, schedule regular content reviews, incentivize article contributions
3. Rigorously vet vendors, lock in fixed-fee contracts, allocate small contingency fund from budget
**Contingency Options:**
- Provide extra training sessions or peer mentors if adoption lags
- Use staged KB rollout, focusing on highest-impact topics first
- If tool proves too costly, pivot to lower-cost alternatives or open-source options while maintaining core objectives
Provider
OpenAI
Model
gpt-4.1
Variables
{{goal_context}} = Our company's customer support performance has bee...