Structuring your first message¶
Level: Beginner
Role, context, task, format: a four-part formula is enough to get an answer you can use on the first try. This tip shows how each element changes the answer, what you can add to go further, and how to avoid the most common mistakes.
Starting a new conversation¶
Open a blank conversation for each new topic. A thread that is too long mixes instructions: the AI takes into account everything that came before, including what no longer relates to your request.
Why structure changes everything¶
An AI assistant knows neither your job, nor the person you are writing to, nor what you consider "good". It completes what you give it in the most likely way. A vague request therefore produces an average answer, valid for everyone and useful to no one.
Each element of the formula removes an area of uncertainty.
The four elements in detail¶
The role sets the point of view and the vocabulary. "You are an executive assistant" gives a more formal tone than "You are a colleague". Choose a realistic role close to the task.
The context is what a new colleague would need to know to help you: the situation, the relevant history, the audience, the constraint. It is often the most neglected element and the one that improves the result the most.
The task is the expected action, phrased with a precise verb: write, rephrase, compare, sort, summarize. A single main task per message works better than three mixed requests.
The format describes the shape of the answer: length, structure, tone, language, whether it needs a subject line or a title, bullet list or paragraphs.
A complete example¶
Before: "Write an email to a customer."
After:
You are an executive assistant. A customer has not paid their invoice for 30 days; they are a long-standing partner and the relationship is good. Write a firm but courteous reminder email. Format: 120 words maximum, with a subject line, without overly familiar phrasing.
The second version contains the same information you would give a colleague. That is exactly what makes the answer usable.
Three additions that make a difference¶
- An example of what you want, or of what you don't want: "Avoid phrases like 'we kindly remind you'".
- Explicit constraints: words to use or avoid, figures to keep exactly as they are.
- An invitation to ask questions: "If you are missing information, ask me two questions first". The AI then asks you for the context instead of guessing it.
Common mistakes¶
- Putting everything into one sentence: a long but well-ordered instruction beats a confusing sentence.
- Asking for several things at once: handle them one after the other.
- Forgetting the target audience: a message to a customer is not written like a message to management.
- Pasting sensitive data to give context: see the tip Data security and privacy. Anonymized context is almost always enough.
Keeping a good wording¶
When an instruction works, keep it in your prompt notebook, introduced in the tip Setting up and organizing your personal folder. You will reuse it by changing only what is specific to the situation.
Hands-on exercise (5 minutes)¶
- Pick a real task from your week, with information already anonymized.
- First write it in one sentence, as you would spontaneously.
- Rewrite it with the four elements of the formula.
- Compare the two answers and rate the difference from 1 to 5.