How to… write better prompts and get the most out of your AI engine

When using generative AI trained on your organisation's data, large language models are very forgiving, but crafting good prompts will help you get the most out of your engine. Here are some examples to guide you.

1. Be clear and specific

Make sure your prompt is clear and specific - avoid ambiguity. For example, instead of asking, "Provide a sales summary," ask, "Generate a sales report for Q3 2023 focusing on our top three products." Or try, “What steps do I need to take when a student reports a complaint about a member of staff?” rather than, “What do I do with complaints?”.

2. Provide context

Include relevant context to guide your AI. This helps the model understand the background and generate more useful responses. For instance, "As a project manager, what were the key milestones achieved in the ABC project last quarter?"

3. Define the format

Specify the format you want the response in, whether it’s a list, a paragraph, a table, a step-by-step guide, or bullet points. For example, "Create a bullet-point list of the main findings from the satisfaction survey conducted in July 2023."

4. Use examples

Offer examples to illustrate what you're looking for. This can help the AI understand your expectations. For example, "Summarise the key points from the recent board meeting minutes, similar to this summary from last month: [insert example]."

5. Ask follow-up questions

If the initial response is too broad or not detailed enough, ask follow-up questions to refine the information. For example, "Can you provide more details on the challenges faced during the implementation of the new MIS system?"

6. Experiment and iterate

Don’t hesitate to experiment with different phrasings and structures. Iteration helps you find the most effective way to communicate with the AI. For example, if "Explain the benefits of our new HR policy" doesn’t yield the desired depth, try "What are the top three benefits of the new HR policy introduced in January 2024 for employee retention?"

Remember to maximise the power and usefulness of your AI. Remember you can ask it to create an email or a social media post, or ask for the same information in a different tone or a different language.

7. Use constraints

If you need a concise response, specify constraints such as word limits or key points. For example, "Summarise the key performance indicators (KPIs) for the HR department in 150 words."

By following these guidelines and tailoring your prompts to your organisation's data and documents, you can craft prompts that maximise the usefulness of generative AI.

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