Write the Business Case for a Headcount

When to use it

The prompt

Help me write the business case for opening a {{Job Title}} role. WHO APPROVES THIS: {{finance, the exec team, a headcount committee}} WHAT THE TEAM CAN'T DO TODAY BECAUSE THE ROLE IS EMPTY: {{be concrete — delayed projects, on-call load, a system nobody owns, work being done badly by someone senior}} WHAT HAPPENS IF IT'S NOT APPROVED: {{the realistic consequence, not a threat}} ALTERNATIVES CONSIDERED: {{a contractor, redistributing the work, tooling or AI automation, doing without}} COST: {{comp range, plus agency or tooling costs if relevant}} REALISTIC TIME TO HIRE AND RAMP: {{weeks to fill, months to productive}} Write a one-page case that: 1. Leads with the business consequence rather than the team's workload. 2. Quantifies what it honestly can, and marks every number that is an estimate. 3. Answers "can't we do this with the people we have?" directly, and "can't AI or tooling do this?" if it's likely to come up. 4. Compares the role with the alternatives on cost, speed and risk in a short table. 5. Shows the real timeline: when the hire would start contributing if approved today, and what each month of delay costs. 6. States what we'd measure in six months to show it was the right call. Then, separately: the three questions the approver is most likely to ask, with honest answers, and the weakest point in the case so I can shore it up or concede it.

Tip

Lead with what the business can't do, not with how busy the team is. Every team is busy; only some of them are blocking revenue or risk.

How to use it

Paste the prompt into ChatGPT, Claude or whichever assistant you use, then replace every {{bracketed}} part with your own detail. The more specific and messier your input, the better the output — a model given raw notes has more to work with than one given a tidy summary you wrote first.

More Hiring Manager Collaboration prompts

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