Key Takeaways
How to Write Better AI Prompts (And Get Smarter Results)
Prompting AI tools like ChatGPT, Copilot, Gemini, or Perplexity can seem as easy as typing a question. But getting high-value, business-ready responses takes more than curiosity. It takes clarity, structure, and consistency—especially in professional settings where the stakes are higher.
From Search Queries to Strategic Prompting
Think back to the early days of search engines. Over time, we learned that better queries yielded better results.
AI tools work similarly, but with far more potential. They can act like research assistants, analysts, editors, or consultants. The key is to assign them a role and provide clear direction.
Example: Search-Style Prompt vs Directed Prompt
Prompt: “Latest space research”
- Google returns links to NASA, Space.com, and news articles
- Gemini or ChatGPT provide brief summaries with source links
Directed Prompt: “I’m writing a science fiction book and trying to make it as realistic as possible. Act as a writing assistant and find the latest space research trends that are 5 to 10 years in the future. Summarize what people believe is most possible and list sources so I can research further.”
Now the AI plays the role of a writing assistant, pulling together curated research, trends, and sources tailored to a very specific task.
Business Example: Prompting for Professional Use
Let’s say you’re an IT leader preparing a presentation for the board on cybersecurity.
Prompt: “Act as a cybersecurity analyst. I’m preparing a board presentation on emerging threats for law firms in 2025. Summarize key cybersecurity risks in the legal sector with credible sources and include recent examples from 2023–2024.”
This kind of directed prompt helps:
- Save hours of research
- Provide insights tailored to your industry
- Improve presentation quality with current, sourced information
The same approach can be applied across departments: HR, legal, finance, operations, and more.
Use This Prompt Template
Here is a plug-and-play structure your team can use:
Prompt Formula: “Act as a [role]. I’m working on [goal/project]. I need help with [task]. Provide [type of output] using [constraints or details].”
Example: “Act as a technical recruiter. I need a job description for a cloud engineer in Chicago with experience in Azure, Terraform, and cybersecurity. The tone should be professional but engaging.”
Don’t Settle for the First Response
Not getting what you want? Refine and iterate.
- Ask follow-up questions
- Clarify your constraints
- Challenge the AI if something seems off
- Use this prompt: “Rewrite this prompt to more accurately describe what I’m asking for using best practices on this topic.”
Example of refinement:
“I’m developing a science fiction story about a Generation Ship and need it grounded in near-future science based on trends from 2030–2040. Identify and summarize the most realistic scientific and engineering advances needed for a multigenerational colony vessel—covering closed loop ecosystems, minimum viable population, and artificial gravity. Include key technical and social hurdles with credible research sources.”
Always Validate AI Results
Even with a well-written prompt, AI can:
- Present outdated or inaccurate information
- Misattribute sources
- Misinterpret tone, industry context, or audience
Always verify and validate what you receive, especially when using AI for external-facing content, strategic planning, or regulated industries.
AI Prompting Cheat Sheet
A visual reminder of the four keys to better prompting:
1. Be Specific– Vague inputs produce vague results. Add details.
2. Assign a Role – Treat the AI like a specialist, not a generalist.
3. Set Parameters – Define tone, format, time frame, and other constraints.
4. Iterate – Don’t settle. Prompt again to get closer to what you need.
Let’s Talk About Smarter, Compliant AI Strategy
Getting value from AI isn’t about having access to the latest tool. It’s about using it well—and using it responsibly.
Whether you’re piloting Microsoft Copilot, deploying AI assistants in Microsoft 365, or building internal playbooks for employees, the way your organization prompts AI can determine everything from productivity gains to compliance risks.
At PSM Partners, we help IT leaders and business teams turn AI tools into business assets by focusing on:
Smart Prompting Practices
We coach teams to stop asking vague, generic questions and start using prompt structures that improve AI output. This includes:
- Teaching users to assign roles
- Setting context and tone
- Defining output formats
- Encouraging prompt iteration and refinement
Governance and Responsible AI Use
We work with your leadership and compliance stakeholders to:
- Establish AI usage policies and boundaries
- Align prompting guidelines with data privacy, security, and industry regulations like HIPAA, SOX, or GDPR
- Implement permission-based access to Copilot and generative tools within your Microsoft environment
- Build guardrails for both technical and non-technical users to stay compliant while innovating
Industry-Focused AI Adoption
From legal and finance to healthcare and nonprofit, our team understands the nuances of deploying AI in regulated, document-heavy, or sensitive environments.
We help you strike the right balance between exploration and enforcement—so your users get the full benefit of AI without introducing new risks.
AI tools are only as good as the people using them. Let’s empower your teams with smarter prompting, built-in compliance, and scalable value.
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Read MoreAbout the Author
Paul Sheehan
I’m a dedicated Senior Project Manager with a passion for driving successful security and strategy initiatives. Known for my analytical mindset and collaborative approach, I’m committed to helping organizations strengthen their cybersecurity posture and achieve long-term business resilience.