By The Chronicle Staff

Artificial intelligence tools like ChatGPT have become increasingly common in workplaces, classrooms and homes. From drafting emails to analyzing data and generating marketing ideas, AI is helping organizations save time and improve productivity.

However, experts say the quality of the results often depends on one critical factor: the quality of the prompt.

According to a recent guide from WIRED, many users barely scratch the surface of what AI tools can do because they provide vague instructions.

Learning how to communicate more effectively with AI — sometimes called “prompt engineering” — can dramatically improve the usefulness of the responses received.

Context Matters

One of the most effective ways to improve AI-generated results is to provide context. Instead of asking a broad question such as “Write a marketing plan,” users can explain the business, target audience, budget, goals and challenges they are facing.

The more information provided, the better AI can tailor its response. Experts compare it to working with a consultant: the consultant can only provide quality recommendations if they understand the situation.

Define Your Audience

Businesses can also improve results by telling AI who the intended audience is. A message written for a group of elementary school students will differ greatly from one aimed at business executives, investors or customers.

By specifying the audience, users can receive content written at the appropriate reading level and in the right tone. This approach can be particularly valuable when creating marketing materials, presentations, training documents or customer communications.

Set Clear Expectations

Another tip is to establish boundaries for the response. Users can specify word counts, request bullet points, ask for tables or require a particular format.

For example, a business owner could ask ChatGPT to summarize a report in 200 words, create a five-step action plan, or present information in a spreadsheet-friendly table. Clear instructions often lead to more usable outputs and reduce the need for editing.

Use AI as a Collaborative Partner

Many users treat AI as a one-time question-and-answer tool, but experts recommend viewing it as a collaborative assistant. Follow-up questions, revisions and refinements often produce stronger results than a single prompt.

A business owner might begin by asking for marketing ideas, then request the best three options, ask for a budget estimate, and finally request a timeline for implementation. Each interaction builds on the previous response and creates a more valuable outcome.

Ask AI to Critique Your Work

AI can also serve as an editor or reviewer. Users can upload drafts of emails, proposals, social media posts or presentations and ask for feedback.

This capability can help businesses identify unclear language, improve readability and strengthen messaging before materials are shared publicly. WIRED notes that requesting critiques can often be as valuable as asking AI to generate original content.

Explore Multiple Perspectives

Business decisions often require evaluating different viewpoints. AI can be prompted to explain both sides of an issue, identify risks, or outline advantages and disadvantages.

For example, a company considering a new product launch could ask AI to provide arguments for and against the decision, helping leadership teams think through potential outcomes before moving forward.

Practical Applications for Small Businesses

For local businesses, effective prompting can help with:

• Creating social media content calendars

• Drafting customer emails

• Developing marketing campaigns

• Writing job descriptions

• Summarizing meeting notes

• Brainstorming new products or services

• Creating employee training materials

• Conducting preliminary market research

While AI can save significant time, experts caution that users should always review outputs for accuracy and verify important facts before publishing or acting on the information.

As artificial intelligence becomes a standard business tool, knowing how to ask better questions may become just as important as knowing how to use traditional software.

The businesses that learn to provide clear instructions, define objectives and refine responses through conversation are likely to gain the most value from AI technology. In many cases, the difference between an average result and an exceptional one comes down to a few extra sentences in the prompt.

For business leaders looking to improve productivity, the lesson is simple: better prompts lead to better outcomes.