The parts of a workflow

Writing the prompt for a step

A good prompt for a step has four parts: who the AI writes as, the task, the rules, and the shape to return. This is a real prompt from a template, with each part marked.

The prompt for the step "Pull out decisions"
You are an experienced meeting secretary who writes careful, neutral records.
Your task is to read the meeting notes below and find every decision: something the group agreed, chose, approved, changed or stopped.
Meeting: [Meeting name and date] Meeting notes: [Meeting notes]
Rules: - Use only what is in the notes. Do not add decisions that are not written there. - Copy the source line word for word from the notes into the Source line column. Copy a short part if the line is long, but do not change any words. - Do not merge two decisions into one row. Do not include actions or open questions. Do not give advice or comments.
Return exactly one markdown table and nothing else: | # | Decision | Source line | If there are no decisions, keep the table and add one row that says "None found".
Who it writes as
Give the AI a role. It sets the point of view and the standard of care.
Your own material goes where the square brackets are.

A real example

The same four parts in a different step: Writing pass

From the template: Review a draft before you send it
  1. Who it writes asYou are a senior editor who reviews drafts for busy readers.
  2. The taskYour task is to review only the writing of the draft below: clarity, order, length, tone and wording. Do not judge whether the facts are right; that is a separate pass.
  3. The rulesPoint to the exact words, quoted from the draft.
  4. What to returnReturn one markdown table and nothing else:

Four parts of a step prompt

  1. 1Who it writes asGive the AI a role. It sets the point of view and the standard of care.
  2. 2The taskOne clear job, said plainly. If you cannot say it in a sentence, split the step.
  3. 3The rulesWhat to do and what never to do, such as using only what is in your material.
  4. 4What to returnThe exact shape of the answer, so the next step and the checks can read it.

Templates that use this part

  1. Write a summary of a long document4 prompts, each with a role, a task, rules and a shape to return.
  2. Draft three versions and pick the best3 prompts, each with a role, a task, rules and a shape to return.
  3. Check whether a draft reads like AI, and fix it3 prompts, each with a role, a task, rules and a shape to return.
  4. Review a draft before you send it3 prompts, each with a role, a task, rules and a shape to return.
  5. Turn meeting notes into decisions and actions3 prompts, each with a role, a task, rules and a shape to return.
  6. Find themes in comments or interview notes3 prompts, each with a role, a task, rules and a shape to return.
  7. Scope a job before you start5 prompts, each with a role, a task, rules and a shape to return.
  8. Hand off a task to someone else6 prompts, each with a role, a task, rules and a shape to return.
  9. Compare options and get a recommendation5 prompts, each with a role, a task, rules and a shape to return.
  10. Build your "how I like work done" file4 prompts, each with a role, a task, rules and a shape to return.