Tag: prompts

  • 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.

  • How to Write With AI Without Losing Your Voice

    Many writers are afraid that AI will make all their work sound the same. That can happen if you ask it to write everything. But if you use AI as an assistant and keep control of the ideas, you can work faster and still sound like yourself. Here is a simple 5-step workflow.

    1. Start with your own idea

    Begin with your own notes: the point you want to make, a story, an example. AI is much better at organizing your ideas than inventing good ones.

    2. Teach it your voice

    Paste two or three paragraphs you wrote and ask the AI to describe your style.

    Here is a sample of my writing: [paste]. Describe my style in 5 bullet points: tone, sentence length, vocabulary and what I usually avoid.

    Save the description. You can paste it at the start of future prompts.

    3. Ask for an outline first

    Using my notes below, create an outline for an article on [topic] with 5 sections. Do not write the article yet. Notes: [paste]

    Change the outline until it matches what you want to say.

    4. Write a rough draft

    You can write it yourself, or ask for a rough draft and then rewrite it in your own words.

    Using this style description and these notes, write a rough first draft. Keep sentences short and avoid cliches. Style: [paste]. Notes: [paste]

    5. Use AI as an editor

    Edit the text below. Fix mistakes and tighten sentences, but do not change my word choice or add new ideas. [paste text]

    Before you publish

    • Add your own examples, numbers and experience. This is what AI cannot provide.
    • Check every fact and every name.
    • Read it aloud. If it does not sound like you, change it.
    • Follow the rules of your client or platform on AI use.

    Common mistakes

    • Publishing the first draft from AI without editing.
    • Using the same phrases every time, which makes writing sound generic.
    • Letting AI decide the main idea.

    Get better results

    Our free Prompt Builder helps you write prompts with a role, tone and format. For the basics, read How to Write Better Prompts: 5 Simple Steps.

  • 5 Common AI Prompt Mistakes and How to Fix Them

    If your AI answers feel weak, generic or wrong, the problem is usually not the tool. It is the prompt. Here are 5 common prompt mistakes and a simple fix for each.

    1. Being too vague

    A vague request gets a vague answer.

    Weak: Write about marketing.

    Better: Write a 150-word introduction to email marketing for small shop owners who have never tried it.

    Fix: say the topic, the audience and the length.

    2. Giving no context

    The AI does not know your situation unless you tell it.

    Weak: Give me business ideas.

    Better: I have a small budget, 2 hours a day and I live in a city. Suggest 5 online business ideas I can start with a laptop.

    Fix: include your goal, your limits and what you have already tried.

    3. Asking for too much at once

    One long request with many tasks usually gives a messy answer.

    Fix: break the job into steps. First ask for an outline, then for each section, then for edits.

    4. Not saying how you want the answer

    If you do not choose a format, the AI picks one for you.

    Answer in 5 bullet points, each under 15 words. Use simple language.

    Fix: state the format, the tone and the length.

    5. Accepting the first answer

    The first answer is a draft, not the final result.

    • “Make it shorter and more direct.”
    • “Give me two other versions.”
    • “What is missing from this answer?”

    Fix: ask follow-up questions until the answer is what you need.

    Bonus mistake: trusting without checking

    AI can sound confident and still be wrong. Check names, numbers, dates and anything that matters before you share it.

    Practice

    Take one of your recent weak prompts and rewrite it using the fixes above. You can use our free Prompt Builder to do it step by step. For a full guide, read How to Write Better Prompts: 5 Simple Steps.

  • How to Write Better Prompts: 5 Simple Steps

    AI answers are often weak because the question is incomplete. AI cannot read your mind; it only has what you write. These 5 steps will improve your prompts right away, whether you use ChatGPT, Claude or Gemini.

    1. Give it a role

    Start by telling the AI who it should be. A role sets the level and the style of the answer.

    You are an experienced marketing consultant.

    2. State the task clearly

    A clear task is the biggest single improvement you can make.

    Weak: Write me an email.

    Better: Write a 100-word apology email to a customer for a late delivery.

    3. Add context

    Say who the audience is, what the goal is and what has already happened. More context means a better answer, because the AI stops guessing.

    4. Specify the format and tone

    Do you want bullet points or a paragraph? Formal or friendly? How long? Spell it out, for example: “Use a friendly tone, short sentences and no more than 120 words.”

    5. Refine the result

    Do not stop at the first answer. Treat it as a first draft and keep talking to the AI.

    • “Make it shorter.”
    • “Give me a more practical example.”
    • “Rewrite this for a beginner.”

    Putting it all together

    You are a business coach. Give me 5 Instagram post ideas for a small bakery owner. The audience is local families. Keep the tone friendly and write each idea in one line.

    Notice how the role, task, audience, tone and format are all there. That is what a strong prompt looks like.

    Check the answer

    Even a great prompt does not make AI perfect. Always double-check names, numbers, dates and anything important before you use it.

    Where to go next

    Fill in the fields of our free Prompt Builder and it will build a prompt like this for you. If your results are still weak, read 5 Common Prompt Mistakes (and How to Fix Them). Not sure which tool to use? See our ChatGPT vs Claude vs Gemini comparison.