AI Process Creation Directions
When using AI for processes, it helps to think of your instructions in two parts: the Prompt and the Context. This approach makes it easier for the AI to understand exactly what you need.
- Prompt (Primary):
- Context (Secondary):
The prompt is your main instruction to the AI. It’s like giving clear, step-by-step directions on what you want done. Think of it as the roadmap that tells the AI the specific task or question it needs to address.
The context provides extra background information about your business or the situation. While this information helps the AI understand the bigger picture, it’s less important than the prompt. The AI uses the context to add depth to its answers, but it always follows the direct instructions in the prompt first.
This two-part structure ensures that your key instructions are prioritized, while still providing helpful background details to enhance the AI's response. It's a simple and effective way to work with AI for your business processes.
Prompt
A prompt is your primary set of instructions for the AI, acting as a clear roadmap that tells it exactly what to do. When you craft a prompt, you're laying out a detailed plan that specifies the task or question at hand, ensuring the AI focuses on the most important aspects of your request. In business processes, a well-constructed prompt drives the AI to deliver precise, relevant, and actionable responses by highlighting your key priorities. In short, your prompt is the essential command center that makes sure the AI’s output is perfectly aligned with your needs.
What to Include in Your Prompt:
When crafting a prompt for your AI, it's important to include details that make your request clear and actionable. Here are some key elements to consider:
- Clear Objective: Begin by stating exactly what you want the AI to do. Whether it’s answering a question, summarizing information, or guiding through a process, a clear objective sets the direction.
- Specific Task Details: Describe the task in simple, step-by-step terms. Include key details that define the scope of the work so the AI knows precisely what to focus on.
- Role Definition: If needed, assign a role or perspective to the AI. For example, say, “You are a customer service expert,” to help shape the tone and style of the response.
- Desired Format: Mention if you have a preferred format—such as bullet points, numbered lists, or paragraphs—to ensure the output is easy to read and use.
- Contextual Information (if necessary): While context is secondary to your main instructions, adding brief background information can help the AI better understand your needs. Keep it concise so that it complements the main prompt without distracting from it.
- Examples: Providing a brief example or sample output can be very helpful. This shows the AI exactly what kind of answer you expect.
- Constraints and Guidelines: Outline any limitations or requirements, like “use only official documentation” or “avoid summarizing details.” This helps prevent unwanted variations in the response.
Context
Context is the additional background information that helps the AI understand the bigger picture of your business, environment, or situation. While it’s not the primary set of instructions like the prompt, it provides essential details that give depth to your request. By including context, you help the AI generate responses that are more tailored, accurate, and aligned with your overall goals. Note: Context is optional and secondary to the prompt—the prompt contains your main, specific instructions. While including context can enhance the accuracy and relevance of the AI's responses, it is not required.
What to Include in Your Context:
- Company Background : Provide an overview of your company, including its core values, mission, history, and the products or services it offers.
- Business Objectives: Explain your primary goals. For example, are you focused on improving efficiency, enhancing customer support, or driving sales?
- Industry and Market Details: Describe the industry you operate in and any market-specific information that might influence the response.
- Target Audience: Specify who the end-users are. This helps the AI tailor its language and style to meet the needs of your customers or stakeholders.
- Relevant Policies or Procedures: Include any important guidelines or standards that should be followed. For instance, if there are specific compliance requirements or quality standards, mention them here.
- Additional Background Information: Add any other details that could provide useful context—such as recent company initiatives, challenges you’re facing, or upcoming projects.
Example 1: Financial Analysis
Prompt:
"You are a financial analyst. Compare two datasets containing monthly closing prices for each stock over the last six months. Calculate and return the percentage change for each stock month by month, and present your results in a table."
Context:
"Our company, ABC Capital, relies on precise financial metrics to guide investment decisions."
Why It’s Good:
- Clear Task: It tells the AI exactly what to calculate and how to present the data.
- Organized Output: The requirement for a table helps keep the results neat and easy to understand.
Example 2: Manufacturing Efficiency
Prompt:
"You are a process improvement expert. Analyze the daily production data to identify the top three bottlenecks that are affecting output. List each bottleneck along with a brief description of its impact, and suggest one potential improvement for each."
Context:
"XYZ Manufacturing operates a high-volume production facility and is focused on continuous improvement and efficiency."
Why It’s Good:
- Actionable Steps: It breaks the analysis into specific, manageable parts.
- Solution-Oriented: It not only identifies problems but also asks for improvement suggestions.
Example 3: Healthcare Patient Flow
Prompt:
"You are a healthcare data analyst. Calculate the average patient wait times using our clinic's check-in and appointment data. Break down the results by department and provide your findings as a list of key metrics."
Context:
"Our healthcare organization is committed to reducing patient wait times to improve overall service efficiency."
Why It’s Good:
- Targeted Calculation: It clearly defines what needs to be measured and segmented.
- Metric Focus: The prompt specifies a list of key metrics, ensuring the answer is focused and measurable.
Example 4: Marketing Campaign Performance
Prompt:
"You are a digital marketing analyst. Generate a performance report for our recent social media campaigns, including metrics such as engagement rate, reach, and click-through rate. Present your findings in a clear, easy-to-read table."
Why It’s Good:
- Creative Direction: It clearly asks for a creative output with a specified tone.
- Engagement Focus: Including a call-to-action makes the prompt directly tied to business goals.
Example 5: IT Network Troubleshooting
Prompt:
"You are an IT support specialist. Develop a step-by-step troubleshooting guide for resolving network connectivity issues. List each step clearly, and include tips for common problems encountered during diagnosis."
Why It’s Good:
- Step-by-Step Clarity: It provides a structured approach that’s easy to follow.
- Practical Guidance: Including tips ensures that the guide is useful for real-world troubleshooting.
- AI Process Creation Directions
- Prompt
- What to Include in Your Prompt:
- Context
- What to Include in Your Context:
- Example 1: Financial Analysis
- Example 2: Manufacturing Efficiency
- Example 3: Healthcare Patient Flow
- Example 4: Marketing Campaign Performance
- Example 5: IT Network Troubleshooting