Building a Prompt

While many AI tools can do the same tasks, that does not mean they are interchangeable. Each has different strengths, limitations, and connections to other platforms, and those capabilities will continue to change over time. Choosing the right tool for the task is an important first step toward getting a useful result.

In its evaluation, the WVU Health Sciences AI Working Group found Claude particularly useful for exploring possibilities and shaping early ideas, while ChatGPT performed well when helping users develop and execute an established concept. Gemini can support both types of work, with a particular advantage when a task involves other products in the Google ecosystem.

Regardless of the tool, the quality of the response depends heavily on the instructions and context it receives. The following six-step process provides a practical framework for building a clear, effective prompt.

How to Build an Effective Prompt

1. Role (Optional but significantly improves results)

When expertise or perspective matters, assign AI a role relevant to the task. A well-defined role can influence the depth, terminology, and approach of the response.

Examples:

• Communications strategist

• UX designer

• Accessibility specialist

• Web content editor

• Software developer

• Marketing director

Example:

You are a marketing director with expertise in working for higher education institutions.

2. Action (What do you want AI to do?)

This tells AI its main objective. Start with a clear verb that defines the task, such as review, create, rewrite, summarize, compare, or develop. A strong action sets the direction for everything that follows.

3. Topic (What is it about?)

Clearly define the subject or problem you’re asking AI to work on. The more specific the topic, the more focused and relevant the response will be.

4. Audience (Who is it for?)

AI can adjust its tone, terminology, and level of detail based on who will ultimately use the content. Identifying the audience helps ensure that the output is appropriate and useful.

5. Outcome (What should it accomplish?)

Describe the purpose of the content, not just what it is. This helps AI prioritize information and make better decisions about what to include or leave out.

6. Instructions (How should AI do it?)

This is where the quality of the response is often determined. Specific instructions shape the format, tone, organization, depth, and constraints of the output. The more intentionally you guide AI here, the more closely the result will match your expectations.

Think about things like:

• Writing style

• Reading level

• Formatting

• Length

• Accessibility

• Brand voice

• Examples to include

• Things to avoid

Example:

• Use plain language.

• Organize the content with headings and bullet points.

• Make the document easy to scan.

• Include examples where appropriate.

• Follow AP Style.

Example Prompt for Developing Onboarding Documentation

Step 1

What role should AI play?

You are an onboarding specialist with an experienced technical writing background who specializes in creating documentation that is clear, organized, and easy for non-technical audiences to follow.

Step 2

What do you want AI to do?

Help me develop documentation…

Step 3

What is it about?

…for onboarding new employees…

Step 4

Who is it for?

…to our school, department, program, etc. …

Step 5

What should the reader be able to do after reading it?

…so our team understands everything we need to do to set the new team member up in our systems and processes.

Step 6

Any additional instructions?

• Make the document easy to scan

• Use plain language

• Include headings and keep the document well structured

• You can also upload or link to information that has already been developed that can further inform the information that is output

Final Developing Documentation Prompt

(1) You are an experienced technical writer who specializes in creating documentation that is clear, organized, and easy for members of our team to follow.

(2) Help me develop documentation (3) for onboarding new employees (4) to our (school, department, program, etc), (5) so our team understands everything we need to do to set up the new team member in our systems and processes.

(6) Make the document easy to scan, use plain language, organize it with headings, and use the attached document that outlines the programs our team uses for setting up their computer.

Additional Instruction Tips

Additional instructions for prompts are where your outcomes can become much more focused or expanded, depending on what you need. For this prompt, you may include contacts for setting up healthcare and retirement plans, along with known timeframes for pay periods or other specific pieces of information unique to your team's setup. You might also want the initial output to be simplified or expanded. You might also have additional supportive documentation that can help direct the overall output.

Our Providing Additional Instruction section expands on the types of things you might consider after your initial prompt.