The COO’s AI Toolkit: Top 30 Gemini Prompts for Operational Excellence & Supply Chain Strategy

Is your AI strategy just "writing emails"? It’s time for an upgrade. For the modern Chief Operating Officer (COO) or Supply Chain Leader, Artificial Intelligence is not a novelty toy; it is a force multiplier. It is the difference between reacting to a crisis and predicting it. However, tools like Google Gemini are only as powerful as the instructions (prompts) you give them. Garbage in, garbage out. To extract C-level value, you need C-level prompts.

At MTF Institute, we teach executives how to fuse advanced operational methodologies (Lean, Six Sigma, TOC) with cutting-edge AI. Below, we have curated 30 advanced Gemini prompts designed specifically for Operations and Supply Chain professionals. These are categorized by the core pillars of our Executive Certificate in Operations Management.

Part 1: Strategic Operations & Process Improvement

Focus: Lean, Six Sigma, and Bottleneck Analysis.

These prompts turn Gemini into your 24/7 Master Black Belt consultant.

1. The Theory of Constraints (Bottleneck Finder)

"Act as a Theory of Constraints (TOC) Expert. My [Software Development / Manufacturing] process has slowed down despite full staff utilization. I suspect a bottleneck. Please list 5 diagnostic questions I should ask my team to identify if the constraint is a 'Resource' (lack of people/tools) or a 'Policy' (bad rules/processes). For each answer, explain what the root cause likely is."

2. Value Stream Mapping (VSM) Assistant

"Act as a Lean Office Consultant. I want to create a Value Stream Map for our [Employee Onboarding / Procurement] process. Walk me through the 8 Wastes of Lean (DOWNTIME) and give me a specific example of how each waste might manifest in this specific administrative process."

3. Root Cause Analysis (The 5 Whys)

"Act as a Problem Solving Expert. We missed our Q3 shipping targets. Let’s perform a '5 Whys' analysis. I will state the problem, and you will ask me 'Why?' repeatedly, probing deeper into process and policy failures rather than human error, until we find the systemic root cause."

4. Six Sigma Project Charter

"Act as a Six Sigma Black Belt. I need to draft a Project Charter to reduce 'Customer Support Ticket Resolution Time' by 20%. Draft a Charter including: The Business Case, Problem Statement, Goal Statement (SMART), Project Scope (In/Out), and Key Stakeholders."

5. SOP Generation (Standard Operating Procedure)

"Act as a Process Engineer. Draft a Standard Operating Procedure (SOP) for [Quality Checking a Component]. Structure it with: 1. Purpose, 2. Required Tools, 3. Safety Warnings, 4. Step-by-Step Instructions (using imperative verbs), and 5. Troubleshooting for common errors."

Part 2: Global Supply Chain & Logistics

Focus: Forecasting, Logistics, and Inventory.

Use these prompts to navigate the "Bullwhip Effect" and optimize your network.

6. The "Bullwhip Effect" Explanation (Communication)

"Act as a Supply Chain Educator. I need to explain the 'Bullwhip Effect' to my Sales team, who keep pushing for end-of-quarter bulk orders. Write a persuasive email explaining how their erratic ordering behavior creates massive inventory costs for the factory, using a simple analogy (like driving in stop-and-go traffic)."

7. Inventory Optimization (JIT vs. JIC)

"Act as an Inventory Planner. We are debating shifting from 'Just-in-Time' to 'Just-in-Case' inventory for our [Critical Microchips]. Create a decision matrix comparing the two strategies across 4 dimensions: Working Capital Impact, Supply Chain Resilience, Risk of Obsolescence, and Warehousing Cost."

8. Total Cost of Ownership (TCO) Calculation

"Act as a Chief Procurement Officer. We are choosing between Supplier A (Vietnam, price $10) and Supplier B (Mexico, price $13). Help me calculate the Total Cost of Ownership (TCO). List 5 hidden costs (e.g., tariffs, shipping time capital costs, quality risk) I must add to Supplier A’s price to make a fair comparison."

9. Logistics Modal Choice

"Act as a Logistics Director. I need to ship 5,000 units of [High-End Electronics] from Shenzhen to Paris. Create a comparison table for Air Freight vs. Ocean Freight vs. Rail (Silk Road). Compare them on: Transit Time, Cost per Unit, Inventory Holding Cost, and Carbon Footprint."

10. Warehouse Location Strategy

"Act as a Supply Chain Strategist. We are a US-based e-commerce brand. We currently ship everything from one warehouse in Ohio. We are considering opening a second node. Using the 'Center of Gravity' logic, analyze the pros and cons of opening the second hub in [Nevada] vs. [Texas] regarding shipping speed to the West Coast vs. overall operating costs."

Part 3: Strategic Sourcing & Negotiation

Focus: Procurement Strategy and Vendor Management.

11. The Kraljic Matrix Analysis

"Act as a Strategic Sourcing Expert. I need to categorize my spending. Explain the Kraljic Matrix quadrants (Strategic, Bottleneck, Leverage, Non-Critical). Then, ask me questions about my supply base for [Raw Steel] to help me determine which quadrant it falls into and what my negotiation strategy should be."

12. Supplier Negotiation Script

"Act as a Senior Procurement Negotiator. I am meeting with a sole-source supplier who has just raised prices by 15%. I cannot switch suppliers yet. Write a script for the opening 5 minutes of the meeting that is firm but collaborative, focusing on 'Open Book Costing' and 'Long-Term Partnership' to push back on the increase."

13. RFP Question Generation

"Act as a Procurement Manager. We are issuing an RFP for a new [3PL / Logistics Provider]. Generate 10 tough, specific questions to ask potential vendors that go beyond price, focusing on their disaster recovery plans, technology integration capabilities, and peak-season scalability."

14. Supplier Risk Assessment (Pre-Mortem)

"Act as a Risk Manager. We rely on a single factory in [Region] for 60% of our production. Conduct a 'Pre-Mortem' analysis. Assume it is 12 months from now and supply has totally failed. List 3 plausible 'Black Swan' reasons (Geopolitical, Environmental, Economic) why this happened and one mitigation strategy for each we should start today."

15. Sustainable Procurement Checklist

"Act as a Chief Sustainability Officer. Create a screening checklist for new suppliers to ensure they meet our ESG standards. Include questions covering Scope 1 & 2 emissions data, labor practices (Modern Slavery Act compliance), and waste management policies."

Part 4: Quality Management & Operational Excellence

Focus: ISO 9001, Cost of Quality, and Service Excellence.

16. ISO 9001 Audit Preparation

"Act as a Quality Manager and Lead Auditor. We are a [Service / Software] company preparing for our first ISO 9001 audit. Please create a 'Survival Checklist' of the Top 5 most common non-conformances auditors find in non-manufacturing environments, and for each, suggest the specific evidence (documents/logs) we need to prepare to pass."

17. The Cost of Quality (COQ) Business Case

"Act as a CFO. I need to justify a $100k investment in [Automated Testing / Employee Training] (Prevention Cost). Help me build a business case. List 3 specific 'External Failure Costs' (e.g., churn, support volume, warranty claims) that this investment will reduce, and provide the formula to calculate the potential ROI."

18. SERVQUAL Analysis (Customer Feedback)

"Act as a Customer Experience Analyst. I have pasted 20 negative reviews below. Please categorize each complaint into the 5 SERVQUAL dimensions: Reliability, Assurance, Tangibles, Empathy, and Responsiveness. Then, tell me which dimension is our biggest failure point and suggest one operational fix for it."

19. FMEA Risk Assessment (Failure Mode and Effects Analysis)

"Act as a Six Sigma Black Belt. We are launching a new [Delivery Process]. Help me conduct a virtual FMEA. List 3 potential failure modes (what could go wrong?), and for each, estimate the Severity, Occurrence, and Detection to calculate a Risk Priority Number (RPN). Suggest a control mechanism to lower the risk."

20. Statistical Process Control (SPC) Interpretation

"Act as a Data Analyst. I have a dataset of [Delivery Times]. The average is 30 mins, but yesterday we had three outliers at 60 mins. Explain the difference between 'Common Cause Variation' (system noise) and 'Special Cause Variation' (incidents) to my manager, and advise why reacting to the outliers by changing the whole process would be 'Tampering'."

Part 5: Project Management & Execution

Focus: PMO Strategy, Risk, and Governance.

21. The Project "Pre-Mortem"

"Act as a Senior Project Manager. I am kicking off a high-stakes project to [Migrate to a New ERP]. Conduct a 'Pre-Mortem'. Assume it is 6 months from now and the project has failed spectacularly. List 5 plausible reasons why it failed (e.g., scope creep, data migration errors, user resistance) and one preventative action I should take today for each."

22. Automated Project Charter Draft

"Act as a PMO Director. I have rough notes from a stakeholder meeting about a new [Marketing Launch]. Please draft a formal Project Charter. Include: The Goal (SMART), In-Scope vs. Out-of-Scope, Key Stakeholders, and a High-Level Milestone Timeline. Here are the notes: [Paste Notes]."

23. Stakeholder Communication Strategy

"Act as a Change Management Consultant. I have a stakeholder (The CFO) who is skeptical about our new project because of the cost. Draft an email update to them that uses the 'Pyramid Principle' (Answer first). Focus entirely on ROI, risk mitigation, and financial milestones, avoiding technical jargon."

24. Project Prioritization Matrix

"Act as a Head of Strategy. We have budget for only 3 projects, but 10 proposals. Create a 'Weighted Scoring Model' template for us to make an objective decision. Suggest 4 criteria (e.g., Strategic Fit, Revenue Potential, Ease of Execution) and assign a weight percentage to each based on a company goal of 'Rapid Growth'."

25. OKR Generation (Objectives and Key Results)

"Act as an OKR Coach. My department's goal is 'Improve Operational Efficiency.' This is too vague. Please convert this into 3 specific Objectives, and for each, list 3 Key Results (KRs) that are quantitative, measurable, and time-bound (e.g., reduce cycle time by 15%)."

Part 6: The C-Suite Perspective: Strategy & Career

Focus: Leadership, Digital Transformation, and Career Growth.

26. The "Elevator Pitch" for Digital Transformation

"Act as a Digital Transformation Consultant. I need to convince my non-technical CEO to invest in a 'Supply Chain Control Tower.' Write a 2-minute script using a simple analogy (like an Air Traffic Control tower) to explain how it gives us visibility and speed, focusing on risk reduction rather than technology."

27. Crisis Management Statement (The "Golden Hour")

"Act as a Crisis Communications Expert. A video of our product failing has gone viral on social media. Draft a 'Holding Statement' for me to post immediately. It must be empathetic, transparent about our investigation, and action-oriented, without admitting legal liability before we have the facts."

28. Designing a "Job-to-be-Done" (Innovation)

"Act as an Innovation Strategist. We sell [Industrial Drills]. Stop talking about the product features. Help me identify the customer's 'Job to be Done' (JTBD). What is the functional, emotional, and social progress they are trying to make? (e.g., 'I want to feel competent and finish the job quickly')."

29. The First 90 Days Plan (New Role)

"Act as an Executive Coach. I have just been hired as the new COO of a [Mid-sized Logistics Firm]. Create a 'First 90 Days' roadmap for me. Break it into: Days 1-30 (Listen & Diagnose), Days 31-60 (Quick Wins & Strategy), and Days 61-90 (Execution & Long-term Planning)."

30. Operational Resilience Stress Test

"Act as a Risk Officer. Review our supply chain structure: [Describe: Single source in China, JIT inventory, US customer base]. Stress-test this model against three scenarios: 1. A new Trade War/Tariff spike. 2. A Port Strike in LA. 3. A Supplier Bankruptcy. For each, rate our vulnerability (High/Med/Low) and suggest one mitigation strategy."

Conclusion: From Prompt to Profit

These 30 prompts are powerful, but they are just the ignition key. The engine is you.

AI can calculate the Cost of Quality, but it cannot build the culture to fix it. AI can draft a Strategy, but it cannot lead the team to execute it.

To master the methodologies behind these prompts—Lean, Six Sigma, TOC, and Global Supply Chain Strategy—you need a structured, executive-level education.

Ready to upgrade your Operating System? Enroll in the Executive Certificate in Operations Management & Supply Chain at MTF Institute today.

Join our program and get Executive Certificate in Operations Management and Supply Chain.

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