Artificial Intelligence (AI) has quickly shifted from a futuristic concept to a practical tool for everyday work. Yet, despite its growing accessibility since early 2023, only 22% of professionals have started using AI in their roles. That’s a major opportunity missed because integrating AI into your daily workflow could increase productivity by up to 40%.
If you’re not sure where to begin, this guide is for you. We’ll break down how AI can make your workday more efficient, what an AI prompt actually is, and how to get the best results from this powerful tool.
Getting Started with AI at Work
There are many types of AI tools available today, from text-based platforms like ChatGPT to image generators and workflow automators. Some even integrate directly with software you already use such as Microsoft Outlook, Excel, and PowerPoint helping to streamline repetitive or manual tasks.
The most accessible type of AI tool for many workplaces is a chatbot. These include ChatGPT, Microsoft Copilot, and others that allow you to enter prompts essentially instructions into a chat box. The tool then delivers responses, suggestions, or full pieces of content based on your request.
Think of it as an upgraded search engine: instead of just pointing you to information, AI can analyze, summarize, create, and even automate parts of your work. Need to simplify a long whitepaper into an email summary? Or generate ideas for your next client pitch? AI can do it all, saving you valuable time.
What Are AI Prompts?
An AI prompt is the instruction you give to an AI tool. It’s similar to typing a query into a search engine but instead of just receiving information, you’re asking the tool to perform an action or generate something for you.
For example:
- “Write an article about how the UK can reach Net Zero.”
- “Analyze this sales spreadsheet and suggest cost-cutting opportunities.”
The quality of your result depends largely on how specific and clear your prompt is. If the response doesn’t quite hit the mark, you can continue the conversation and ask the AI to clarify, rephrase, or expand.
How to Write an Effective AI Prompt
Getting the best out of AI requires some basic prompt-writing skills. Here are key tips to make your prompts work harder for you:
1. Be Clear and Specific
Tell the AI exactly what you want. Include the desired format, tone, length, and target audience. For example:
“Explain how Google search works in under 50 words, using bullet points, and in a way that a 10-year-old could understand.”
2. Break Complex Tasks Into Steps
Instead of asking for a large deliverable all at once, break it into smaller requests. For instance:
“Create a pie chart from the data in this Excel file.”
Followed by:
“Now build a presentation slide using that chart.”
3. Provide Context
The more background you give, the better the AI will tailor the response. Let it know the purpose of the task whether it’s to impress your manager, secure funding, or engage customers on social media.
4. Treat It Like a Conversation
Ask follow-up questions. Request edits. Change directions. The back-and-forth with AI often leads to more polished and relevant outputs. You can even specify a tone or style professional, persuasive, or casual based on your audience.
5. Keep Iterating
Don’t worry if your first prompt doesn’t land. It often takes a few tries to get the perfect result. Tweak your request, add more detail, or ask the AI what additional input it needs from you.
Why This Matters for Your Career
Using AI effectively is quickly becoming a core skill across industries. Whether you’re in marketing, finance, operations, or HR, these tools can help you save time, focus on higher-value tasks, and bring new ideas to life faster than ever before.
That said, your ability to use AI tools might depend on your company’s IT policies and systems. The first step? Identify which platforms are approved by your employer and start experimenting with what they can do.
At Resource Provider Ltd, we encourage our teams and partners to explore how AI can support smarter, more efficient work. By learning the art of crafting AI prompts, you’re not just saving time you’re building future-ready skills.