If you’ve experimented with AI tools like ChatGPT, Claude, or Gemini, you’ve probably experienced this: you ask a question, get a response, and think, “Well, that’s…not quite what I needed.” The problem isn’t the AI. It’s the prompt.
Most business owners treat AI like a search engine – they type in a quick question and hope for the best. But AI works differently. It needs context, direction, and clarity to deliver useful results.
The good news? Writing better prompts isn’t complicated. You just need a simple framework.
The 5-Part Framework for Better Prompts
Think of a prompt like a work order. The more specific you are about what you need, the better the output. Here’s the structure:
1. ROLE – Define the Expertise Level
Tell the AI what role it should play. This sets the tone and expertise level for the response.
Example:
“You are an experienced technical writer who specializes in creating product documentation for industrial equipment manufacturers.”
2. CONTEXT – Provide Background Information
Give the AI background about your industry, audience, or situation.
Example:
“Our company manufactures custom hydraulic cylinders for the agriculture and construction industries. Our typical customer is a maintenance manager or procurement specialist looking for durable, American-made components.”
Without this context, you get generic fluff. With it, you get targeted, relevant content.
3. INSTRUCTIONS – Be Clear About What You Want
State exactly what you need the AI to do. Be direct and specific.
Example:
“Write a 150-word product description for our HC-500 Series hydraulic cylinder. Focus on durability, customization options, and fast lead times.”
4. CRITERIA – Define Success
Set boundaries and requirements. This could include tone, length, format, or what to avoid.
Example:
“Keep the tone professional but approachable. Avoid technical jargon. Use short paragraphs and bullet points where appropriate.”
5. EXAMPLES – Show, Don’t Just Tell
If you have a style or format you like, show the AI an example.
Example:
“Here’s an example of a product description we like: [paste example]. Use a similar structure and tone.”
Putting It All Together
Here’s a complete prompt using this framework:
“You are an experienced sales email writer for industrial B2B companies. Our company sells custom metal fabrication services to manufacturers in the automotive and aerospace sectors. Write a follow-up email to a prospect who requested a quote two weeks ago but hasn’t responded. Keep it under 100 words, friendly but professional, and include a soft call-to-action to schedule a brief call. Avoid being pushy.”
See the difference? Instead of “write a follow-up email,” you’ve given the AI everything it needs to deliver something you can actually use.
Start Simple, Then Refine
You don’t need perfect prompts on the first try. Start with this framework, review the output, and adjust based on what’s missing. The more you practice, the faster you’ll get results that save you time and deliver real value.
AI isn’t magic – but with the right prompts, it’s pretty close.
