Artificial Intelligence (AI) tools like ChatGPT, Copilot, and other generative systems are becoming increasingly common in workplaces — and they’re changing how we get things done. But to truly get value from them, it all comes down to how you interact with them and the quality of your prompts.
Whether you’re writing reports, brainstorming ideas, or reviewing documents, knowing how to use AI well is quickly becoming just as important as knowing your way around spreadsheets or email.
If you’ve ever asked a chatbot a question and got a bland, generic response, it’s not the AI’s fault. It just didn’t have enough to go on. Without clear direction, it defaults to the most common answer.
So how do you get better results?
The key is to treat AI like a conversation partner — one that’s incredibly capable, but needs guidance.
Here are four simple things to include in your prompts to get more useful, tailored responses:
1. Set the scene
Give background and context. Instead of asking, “How do I write a proposal?”, try something like:
“I’m writing a proposal to secure funding for a stock control system to help grow our small business. Can you help make it persuasive and clear?”
The more detail you provide, the better the AI can tailor its response.
2. Choose a perspective
AI can take on roles or attitudes. Want feedback? Ask it to act like a critical reviewer. Need encouragement? Ask it to respond like a supportive mentor.
This helps shape the tone and depth of the response.
3. Be specific about the task
Vague requests like “Help with my presentation” won’t get you far. Instead, try:
“Give me three ideas to make my opening slide more engaging for small business owners.”
Clear tasks lead to actionable answers.
4. Match the tone and format
Let the AI know how you want the response delivered. Do you need a formal report, a casual email, bullet points, or something suitable for a younger audience?
You can also specify the writing style — technical, conversational, persuasive, etc.
Think of AI as a thought partner
AI works best when you treat it like a back-and-forth conversation. If the first response isn’t quite right, ask follow-up questions, give more detail, or steer it in a new direction. It’s not about getting a perfect answer straight away — it’s about sparking ideas, saving time, and helping you think things through.
And while AI can be incredibly helpful, it’s not perfect. Always double-check the facts, and remember: you’re the one making the decisions. AI can support your thinking, but it still needs your judgment to make it truly useful.
About Pathfinder Solutions
Pathfinder Solutions advisory team members have either owned or managed businesses, or are investors themselves, so we know first-hand the challenges you face in your world.
Sure we’re Accountants, but the best solutions in business come from focusing on more than just the numbers. Our real-world business experience delivers just that.
