The Owner’s Prompt Formula
Most people use AI like a search engine. They type four words and get a bland answer. Then they decide AI is overrated.
The problem isn’t the tool. It’s the instructions.
Think about how you’d brief a new hire. You wouldn’t say “write email.” You’d say who it’s to, what it’s about, what you want to happen, and how it should sound.
AI works the same way. So here’s the formula I want you to use. It has four parts.
Role. Context. Task. Format.
- Role: Tell it who to be. “You are an experienced office manager for a plumbing company.”
- Context: Tell it what’s going on. “A long-time customer is upset because our tech showed up two hours late.”
- Task: Tell it what you want. “Write a reply that apologizes, explains what happened, and offers a discount on their next visit.”
- Format: Tell it how you want it. “Keep it under 120 words. Warm, not groveling. No exclamation points.”
Put it together and you get:
You are an experienced office manager for a plumbing company. A long-time customer is upset because our tech showed up two hours late. Write a reply that apologizes, explains what happened, and offers 10% off their next visit. Keep it under 120 words. Warm, not groveling. No exclamation points.
That’s a prompt that gets a usable answer on the first try.
You won’t always need all four parts. But when an answer disappoints you, check which part you left out. It’s almost always context.
Three Habits That Make Every Prompt Better
1. Talk back. Your first answer is a starting point. Reply with “shorter,” “friendlier,” “more direct,” “give me three versions,” or “that’s not quite it, here’s what I mean.” This is where the real value is.
2. Give it examples. If you have an email you love, paste it in and say, “Write it in this style.” AI is very good at copying a tone.
3. Ask it to ask you. When you’re not sure what to include, end with: “Before you start, ask me any questions you need answered to do this well.” It will interview you. That alone can save you a lot of back-and-forth.
Your First 10 Copy-Paste Prompts
Here are ten prompts to start with. Each one is something owners do all the time. Replace the [brackets] with your details.
1. The rewrite-my-email prompt
You are a professional business writer. Rewrite the email below so it’s clear, polite, and firm. Keep my meaning. Cut anything that sounds defensive. Keep it under 150 words. Here’s my draft: [paste your draft]
2. The summarize-this prompt
Summarize the text below in five bullet points a busy business owner can read in 30 seconds. Then list any deadlines, dollar amounts, or action items separately. Text: [paste text]
3. The explain-it-plainly prompt
Explain the following in plain English, like you’re talking to a smart business owner who isn’t a lawyer or accountant. Then list three questions I should ask my [attorney / CPA] about it. Text: [paste text, with private details removed]
4. The tough-reply prompt
I need to reply to a [customer / vendor / employee] who is upset about [situation]. I want to [keep the relationship / hold firm on price / set a boundary]. Write two versions: one softer and one more direct. Under 150 words each.
5. The brainstorm prompt
You are a marketing advisor for a [type of business] in [city]. Give me 15 ideas to bring in more [type of customer] in the next 60 days. Mix low-cost and no-cost ideas. One sentence each.
6. The checklist-maker prompt
Turn the notes below into a clear step-by-step checklist someone new could follow. Number the steps. Flag anything that seems missing or unclear. Notes: [paste your notes]
7. The job-ad prompt
You are a hiring manager for a [type of business]. Write a job ad for a [job title]. Pay range: [range]. Schedule: [schedule]. Must-haves: [list]. Why people like working here: [list]. Make it honest and specific, not corporate. Under 250 words.
8. The meeting-prep prompt
I have a meeting with [who] about [topic]. My goal is [goal]. Give me an agenda, the three most important points to make, and the two hardest questions they might ask, with suggested answers.
9. The decision-helper prompt
I’m deciding between [option A] and [option B] for my business. Here’s my situation: [context]. List the pros, cons, and hidden risks of each. Then tell me what questions I should answer before I decide. Don’t make the decision for me.
10. The interview-me prompt
I want to [goal, for example: write a better “About Us” page]. Before you write anything, ask me up to 10 questions, one at a time, to get the details you need. Wait for my answer before asking the next question.
Save Your Winners
When a prompt works well, save it. Keep a simple document called “My Prompts.” Paste in every prompt that gave you a great result.
In a month, you’ll have your own library that fits your business. That’s worth more than any list I could give you.
Try This Today
Pick one real task on your desk right now. An email you’ve been avoiding. A document you need to read. A job ad you need to post.
Use the formula. Write a prompt with all four parts: role, context, task, format.
Then talk back to the answer at least twice. “Shorter.” “Friendlier.” “Give me another version.” Whatever it needs.
Use the final version for real.
Checklist: Module 2
- ☐ I can name the four parts of the formula: role, context, task, format.
- ☐ I’ve used at least three of the ten prompts on real work.
- ☐ I’ve talked back to an answer at least twice to improve it.
- ☐ I’ve tried the “ask me questions first” trick.
- ☐ I’ve started my “My Prompts” document.