Talk to AI like a colleague, not a search engine

Why one line questions disappoint

Most people use AI the way they use a search engine. They type a short question, read the answer and close the window. The answer is usually fine, but generic, because the AI has no idea who is asking or why.

A colleague would never answer a question that way. They would ask what it is for, who it is going to, and what you have already tried. AI works the same way. The more it knows about your situation, the better its answer, and the easiest way to give it that is to have a conversation.

Here is the kind of message most people send:

Write an email asking for a deadline extension.

And here is the same request with the situation explained:

I manage a small marketing team. We're due to deliver a campaign plan to a client on Friday, but their brand guidelines arrived four days late, so we need until next Wednesday.

Write a short email to the client asking for the extension. Keep it friendly and confident, not apologetic. They are a long standing client and we get on well.

The second version takes thirty seconds longer to write and gives you something you could send.

The four part habit

1. Explain the situation

   Start with two or three sentences of background: who you are, what is going on and who the result is for. Write it the way you would brief a new colleague.

   You do not need perfect wording. Rough notes work.

2. Say what good looks like

   Tell it what you want back and how you will judge it. Length, tone, format and anything it must include or avoid.

   For example: “Keep it under 150 words”, “Use bullet points I can paste into a slide”, or “Don’t mention pricing”.

3. React to the answer

   This is the step most people skip. Read the reply and tell it what is right and what is not, the same way you would give feedback to a person.

   Try thiscopy prompt

   That's close. The second paragraph is too formal, and you've missed that we already agreed the budget. Try again with those changes.

   You will usually get a much better second draft than you would by starting again with a new question.

4. Let it ask you questions

   When you are not sure what background matters, hand the job to the AI.

   Try thiscopy prompt

   Before you answer, ask me any questions you need to give me a really good answer. Ask them one at a time.

Check it worked

Look back at your conversation. If you explained the situation at the start and gave at least one round of feedback, you have the habit. Most people find the second or third reply is the one they use.