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Tutorials. How to use AI in your day-to-day work as a Functional Analyst, Product Owner or Project Manager?

Date

08.09.2025

Reading time

2 minutes

Author

Stef Tops

Categories

Willing to use AI to make your daily work easier, but not sure where to start? In these short video tutorials, Stef Tops highlights 3 situations where AI can be your partner in crime, as a Functional Analyst, Product Owner or Project Manager. Ready to give it a try and introduce AI in your day-to-day work?

Functional Analyst – How to define acceptance criteria?

Are you tired of writing out all your acceptance criteria by hand and wasting valuable time?

Start prompt

I work as a functional analyst on an application that manages invoices and payments for B2B clients. We want to send a reminder email a few days before an invoice due date.

This is the user story:

“As a customer, I want to receive a clear reminder email when my invoice is about to expire, so that I can pay on time.”

Can you help me with:

  1. Acceptance criteria in table format with columns given, when, then
  2. Edge cases or pitfalls

Follow-up prompt

Look at this user story from a developer’s perspective.
What is still unclear or missing to get started with it?

Product Owner – How to translate feedback to action?

Do you want to act on feedback faster without having to sort it endlessly first?

Start prompt

Here is a set of customer feedback and support tickets:

  • “The app often crashes when I use the search function.”
  • “The pages take too long to load.”
  • “I’m missing a filter option to find products faster.”
  • “The design feels a bit outdated.”
  • “Search doesn’t feel intuitive, I can’t find what I want.”
  • “When I add something to my shopping cart, the button is hard to see.”
  1. Cluster the feedback into clear themes (e.g., usability, performance, missing functionality).
  2. For each theme, provide 3 concrete improvement actions that a Product Owner can add to the backlog.
  3. Put this in a table with the columns: Theme – Feedback Clusters – Improvement Actions – Potential Value.

Project Manager – How to tailor communication to your audience?

Do you sometimes struggle to find the right way to communicate to a specific audience?

Start prompt

Here’s a rough project update:

We’ve completed sprint 3. The new payment system is partially implemented, but there are still issues with integrating the external API. Load tests show delays under peak usage. We expect this to be resolved in sprint 4. The schedule is still on track, but we need extra resources to fix the API issues.

Rewrite this update in 3 versions:

  1. For management: focus on progress, KPIs, risks, and decisions, max. 200 words.
  2. For developers: focus on technical details, progress of specific tasks, blockers, and dependencies.
  3. For external customers: focus on benefits, clear language, no technical details, short and positive.

Present the output in three separate sections.

Still not sure where to start?

Our AI specialists are here to help you introduce AI in your daily work! Reach out for personal tips & advice!

about the author

Stef Tops

Stef Tops is a Digital Analyst and AI specialist at The Value Hub. With a strong drive for innovation, he leads AI trainings and workshops, helping teams discover how AI can boost efficiency and deliver real value. Stef combines technical insight, business understanding, and a passion for teaching to turn complex topics into practical tools for growth.

  

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