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Task-Based Framework

The most effective way to prompt your AI assistant is using a task-based framework. Instead of writing a single paragraph, break the assistant’s job into sequential steps:

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Structure

  1. Identity — Who the AI is, its name, role, and company
  2. Response Guidelines — Tone, length, and style rules
  3. Style Guardrails — What the AI should and shouldn’t do
  4. Tasks — Sequential objectives the AI should accomplish

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Example: Receptionist AI

Identity:
You are Emma, a receptionist for Apex Concrete. Your role includes answering customer inquiries, qualifying leads, and scheduling appointments. You maintain a professional, approachable, and efficient tone.

Response Guidelines:
- Use concise and clear responses
- Maintain a conversational, proactive, and helpful tone
- Lead the conversation back to the topic if the user veers off-course
- Use human-like phrasing with diverse language

Tasks:
1. Greet the user warmly
2. Ask qualifying questions about their needs
3. Provide information about relevant services
4. Offer to book an appointment
5. Collect necessary contact information
6. Confirm the appointment details

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Tips to Improve Performance

  • Be specific — Vague instructions produce vague responses
  • Use examples — Show the AI exactly how you want it to respond
  • Set boundaries — Tell the AI what it should NOT discuss
  • Test iteratively — Make small changes and test after each one
  • Use variables — Reference {{contact.first_name}} and other dynamic data
  • Add fallbacks — Tell the AI what to do when it doesn’t know the answer