Part 1 · Before you send the prompt
The 4-part context method
Use these four layers in every prompt that needs to produce something usable. Each layer is a small thing the AI needs in order to give you a good answer — skip one and it has to guess.
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01
Role
Tell the AI who it should act as.
The role gives it a lens. A project manager, an HR partner, and an executive assistant would all summarize the same meeting notes differently.
You are an experienced project manager. -
02
Task + Format
Say exactly what to do and what shape the output should take.
Without this, the AI decides what "done" looks like. "Make this better" is not a task. "Turn these notes into a numbered list with owner and deadline per item" is.
Turn the meeting notes below into a list of action items. For each: owner, deadline if mentioned, and a one-sentence description. Put urgent items first. -
03
Example
Show one example of the output you want.
An example does most of the heavy lifting for format and tone. It is faster to write than instructions and harder to misinterpret.
Example style: - Sarah — draft launch checklist — Wed — needed for kickoff - Marco — confirm vendor pricing — Fri — blocking budget review -
04
Details
Paste the source material the AI needs to work with.
The AI cannot read your screen, your inbox, or the doc on your desk. If you want it to act on something, the content has to be in the prompt.
Meeting notes: [paste your notes here]