How to use AI prompts to make your work life easier

Artificial intelligence (AI) took the world by storm when it became accessible to the masses in early 2023, but according to our research, only 22% have started using it in the workplace. It’s estimated that building AI tools into your work processes could improve your productivity by as much as 40%, so if you’ve yet to adopt this technology, you might be missing out. Not sure where to start? You’ve come to the right place.

In this article we’ll explain exactly how you can use AI at work, what an “AI prompt” really is, and provide tips and tricks to help you get up to speed on this time-saving innovation. Let’s go!

How can I use AI at work?

There are a variety of different types of artificial intelligence, and a variety of different ways you can access them. Your workplace may have restrictions on both – depending on your organisation’s IT policies. Some tools can create images and presentations, for example, whereas others are mainly text-based. Some tools can even link up with your other programmes, such as Microsoft PowerPoint or Outlook, and can automate repetitive tasks for you. 

The type of AI you are most likely to have access to in the workplace is known as a chatbot, such as ChatGPT and Microsoft Copilot. You can access these online for free, and input “prompts” into the chat box. Then, once the AI tool has received your command, it will do as you tell it. Finding it hard to summarise a whitepaper into an easy-to-digest email? Upload it to the AI tool you’re using and ask it to do it for you. Struggling to come up with ideas for your next few LinkedIn posts? Ask AI for ideas that relate to your specific industry. Pitching a concept to a client but overwhelmed by the pressure? Get off to a flying start by asking AI to do the groundwork.

Imagine that AI tools operate similarly to Google; but instead of just providing an answer to a question, it can take that answer and turn it into a meaningful piece of work. For example, you might ask Google for a Microsoft Excel formula – whereas you might ask AI to create the whole spreadsheet for you, freeing up time for more things.

And unlike Google, engaging with an AI tool should be seen as more of a two-way dialogue – and working together can often offer the best results. That’s where AI prompts come into play.

What are AI prompts?

AI prompts are the commands that you input into the AI tools, a little like using a search engine – but instead of asking a question, you are instructing it to follow an order. Some examples of AI prompts are: “Write an article about how the UK can reach Net Zero” or “Analyse this spreadsheet to show where costs can be reduced.” 

It’s important to be specific with your prompts, ensuring that you include all the relevant information. If you aren’t satisfied with the outcome, you can reply to the chatbot and ask it to expand on the previous output or clarify.

How can I write an AI prompt?

Try to include all the below points when crafting an AI prompt to ensure that you get the outcome you’re hoping for. There’s no way of getting it “wrong”, so we recommend trying a variety of different prompts until you’re used to it.

• Be clear and specific: Specify how detailed you want the answer to be, which format you’d like it to be in and who the audience is. “Explain how Google works in under 50 words, using bullet points, and in a way that could be understood by a child” is a far better prompt than “Tell me how Google works”.
• Break it down: Split any long and complicated tasks into several steps and ask the AI tool to carry each of them out separately. For example, “Create a pie chart from the data in this spreadsheet”, followed by “Now create a presentation slide using the pie chart”.
• Include context: Tell the AI tool where you plan to use the information and why, to ensure you get a better outcome. Writing an email to your boss with the hope of getting a pay rise? Tell it! Creating a video script for a B2B social media audience to positively impact customer conversions? Tell it! 
• Create a dialogue: Creating a conversation with a chatbot can elicit some of the most useful content, so don’t be afraid to ask it questions, clarify certain points, or back up its answers with supporting data. You can even ask it to respond in a chosen voice, whether that’s your company or a famous singer. Remember though; this is a conversation you’re in charge of.
• Keep on iterating: Don’t worry if your initial prompts aren’t yielding the result you’re looking for – that’s just part of the prompt game. Gradually adding further details or new wording will shape the valuable content you’re looking for.

The efficacy of AI tools and the prompts you use largely depend on your workplace and IT systems, the industry you work in and the tasks you may be carrying out, so there’s no one-size-fits-all when it comes to learning how you can make the technology work best. Our advice? Find the tool that has been approved by your employer and start trying it out today. 

Want to learn more? Check out My Learning, a Hays platform filled with free courses on hundreds of topics, including prompt engineering for AI systems.