Tag: productivity

  • How to Summarize a Long Document with AI (Step by Step)

    Long reports, articles and meeting notes take time to read. AI can give you a quick summary, but a poor prompt gives a vague one. Here is a simple 5-step method that works with ChatGPT, Claude and Gemini.

    First, protect private information

    Do not paste confidential documents, such as client data, contracts or ID details, into a public AI tool unless you are sure it is allowed. When in doubt, remove names and sensitive details first.

    Step 1: Decide what the summary is for

    A summary for a busy manager is different from a summary for studying. Know your goal and your audience before you start.

    Step 2: Give the AI the text

    Paste the text, or upload the file if your tool supports it. Very long documents may not fit in one go. If that happens, split the text into sections and summarize each one.

    Step 3: Use a clear prompt

    Summarize the text below for [audience] in 5 bullet points. Then list any numbers, dates or deadlines it mentions. Text: [paste]

    Step 4: Ask for a useful structure

    Instead of one block of text, ask for parts you can use:

    Give me: (1) a 2-sentence summary, (2) the 5 key points, (3) any decisions or actions required, and (4) anything that is unclear in the text.

    Step 5: Check the summary

    AI can leave out important details or get a number wrong. Ask it to show its evidence, then compare with the original yourself:

    For each key point, quote the part of the text that supports it.

    Pay special attention to names, numbers and dates. For more on checking, read How to Fact-Check AI Answers.

    Summarizing a very long document

    Work in stages. Summarize each chapter or section first, then combine the short summaries and ask for a final summary:

    Here are summaries of each section of a report: [paste]. Combine them into one summary of 8 bullet points.

    Common mistakes

    • Asking for a “summary” with no audience or length.
    • Trusting the summary without checking the original.
    • Pasting private information into an AI tool.

    When not to rely on an AI summary

    For legal, medical or financial documents, read the original and ask a qualified professional. A summary can miss the one detail that matters.

    Next steps

    Use our free Prompt Builder to create a summary prompt in seconds, and read How to Write Better Prompts for the basics.

  • 10 AI Prompts for Small Business Owners

    Running a small business means doing a hundred jobs at once. AI cannot run your business, but it can write first drafts of replies, posts and plans in seconds. Here are 10 prompts to save you time. Replace anything in [brackets] with your own details.

    Before you use them

    Always read what AI writes before you send or publish it. Check prices, dates and promises. And do not paste private customer information such as phone numbers or addresses into an AI tool.

    Prompts for customers

    1. Reply to a customer message

    You are a polite customer support person for a [type of business]. Write a short, friendly reply to this message: [paste message]. Offer a solution and keep it under 100 words.

    2. Handle a complaint

    A customer is upset about [problem]. Write a calm reply that apologizes, explains what we will do and thanks them for their patience.

    3. Answer common questions

    Write 8 frequently asked questions with short answers for my website about [business]. Cover delivery, returns and payment.

    Prompts for marketing

    4. Marketing ideas

    My business is [business] in [city] and my customers are [audience]. Give me 10 low-cost marketing ideas I can try this month.

    5. Social media posts

    Write 5 social media posts for [business] about [offer]. Use a friendly tone, one line each, with a clear call to action.

    6. Product description

    Write a product description for [product] for [customer type]. Mention [3 features]. Keep it under 80 words and avoid exaggeration.

    7. Email to customers

    Write a short email to existing customers announcing [news or offer]. Include a subject line and a call to action.

    Prompts for running the business

    8. Offer ideas for a slow month

    Suggest 5 simple offers or bundles for [business] to increase sales in a slow month, without cutting prices too much.

    9. Learn from reviews

    Here are 10 customer reviews: [paste reviews]. Summarize what customers like, what they complain about, and 3 changes I should consider.

    10. Weekly plan

    I run [business] with [number] people. Here are my tasks this week: [list tasks]. Organize them into a day-by-day plan, with the most important first.

    Keep your own brand voice

    Paste a short sample of your own writing and add: “Write in this same tone.” This stops the text from sounding generic.

    Next steps

    Use our free Prompt Builder to build custom prompts for your business. If your results feel weak, read 5 Common Prompt Mistakes (and How to Fix Them).