How AI Prompting Actually Works
Think of AI as a very capable assistant who just started working with you. They're smart and eager to help, but they don't know your preferences, your company's style, or what you actually need. The more context you give them, the better they perform.
When you type a prompt, the AI doesn't "understand" it like a human does. Instead, it predicts what text would most likely come next based on patterns it learned from millions of documents. This is why being specific matters - vague prompts lead to generic responses.
Key insight: AI works best when you tell it WHO you want it to be, WHAT you need, and HOW you want it delivered.
The Simple Prompt Formula
Use this formula for better results every time:
"Act as a professional business writer. Write a follow-up email to a client who hasn't responded in 2 weeks. We're a software company and they were interested in our project management tool. Keep it friendly but professional, under 150 words."
Important: AI Can Make Mistakes
AI tools sometimes "hallucinate" - they confidently present false information as fact. This happens because AI predicts likely text, not verified truth.
- Statistics and numbers
- Names, dates, and specific facts
- Legal or medical information
- Company policies and procedures
Use AI as a starting point, not the final answer. Review and edit everything before sending.
Quick Reference Cards
Copy and customize these templates for your daily work:
Email Writing
Template:
Write a [type] email to [recipient]. Context: [situation]. Tone: [professional/friendly/formal]. Keep it under [X] words. Include: [specific points to cover].
Example:
"Write a follow-up email to a potential client. Context: They attended our demo last week but haven't responded. Tone: Friendly but professional. Keep it under 100 words. Include: offer to answer questions, suggest a quick call."
Summarization
Template:
Summarize the following [document type] in [format: bullets/paragraph]. Focus on [key aspects]. Length: [X sentences/words]. Text: [paste content]
Example:
"Summarize this meeting transcript in 5 bullet points. Focus on action items and decisions made. [paste transcript]"
Editing & Rewriting
Template:
Rewrite this text to be more [goal: professional/concise/clear/engaging]. Keep the same meaning but [specific change]. Original: [paste text]
Example:
"Rewrite this text to be more professional and concise. Keep the same meaning but remove filler words and make it suitable for a client presentation. Original: [paste text]"
Meeting Support
Template:
Create a [meeting agenda/talking points/follow-up email] for a meeting about [topic]. Participants: [who]. Duration: [time]. Goals: [what to achieve].
Example:
"Create a meeting agenda for our Q4 planning session. Participants: Marketing team (5 people). Duration: 1 hour. Goals: Review Q3 results, set Q4 targets, assign responsibilities."
Document Drafting
Template:
Draft a [document type] for [audience]. Purpose: [why]. Include sections on: [topics]. Tone: [formal/professional]. Length: approximately [X] words.
Example:
"Draft a project proposal for senior management. Purpose: Request budget for new CRM system. Include sections on: current problems, proposed solution, costs, timeline, expected benefits. Tone: Professional and persuasive. Length: approximately 500 words."
Brainstorming
Template:
Generate [number] ideas for [goal/problem]. Context: [background]. Constraints: [limitations]. Format: List with brief explanation for each.
Example:
"Generate 10 ideas for improving employee engagement. Context: Remote team of 50 people, limited budget. Constraints: Must be implementable within 1 month. Format: List with brief explanation for each."
Quick Tips for Better Results
- Be specific: "Write a 200-word email" beats "Write a short email"
- Give examples: Show the AI what you want when possible
- Iterate: If the first result isn't right, refine your prompt
- Set constraints: Word limits, format requirements, and tone guide the output
- Break complex tasks: Split big requests into smaller steps
Bookmark this page and come back whenever you need a prompt template. Practice makes perfect - the more you use AI, the better your prompts will become.