If you’ve ever typed something into ChatGPT and thought, “Well, that was... underwhelming,” you’re not alone.
The truth is, generative AI like ChatGPT isn’t a mind-reader, it’s more of a mirror. The quality of your results often reflects the quality of your prompt. Think of it like asking a carpenter to build something without giving them a blueprint. You’ll get something, but it might not be what you wanted.
So this week, let’s explore how to sharpen your ChatGPT prompts to get more value, whether you’re a business leader, an operations guru, or a tech-savvy individual using AI as a daily sidekick.
5 Prompting Best Practices to Maximize ChatGPT’s Value
1. Be Specific and Give Context
AI tools can analyze historical project data to generate faster, more accurate estimates. By comparing costs, materials, and timelines from past projects, AI can help contractors avoid over or underbidding.
- Good: “Plan a team retreat.”
- Better: “Plan a 2-day team retreat for 12 employees in Sedona in October. We prefer outdoor activities, mid-tier lodging, and time for team-building and strategy.”
The more specific your ask, the more tailored and useful the response.
2. Tell It the Role and Audience
ChatGPT can wear a lot of hats. Want it to act like a cybersecurity expert writing for construction executives? Say so.
- Try: “You are a cybersecurity expert. Write a 3-paragraph email to a construction company CEO explaining why MFA is critical for job site tablets.”
3. Break Big Questions into Mini-Missions
Instead of asking: “Tell me everything about cybersecurity.”
- Try this engineered prompt:
- Better: “I want to learn about cybersecurity for small businesses. Break it down into Basic, Intermediate, and Specialized info. Ask me which level I want before continuing.”
This structure helps guide your learning and avoids info overload.
4. Add Boundaries
Don’t want a novel-length answer? Say so.
- Prompt example: “Summarize the top 3 cloud backup solutions for SMBs in under 200 words.”
You’ll get something digestible, actionable, and less likely to end up in the TL;DR pile.
5. Iterate Like a Conversation
You don’t stop after one response in a business meeting, why would you here? Ask follow-up questions. Ask it to revise. Try different angles.
- “Now rewrite that proposal in a more casual tone.”
- “Can you add cost estimates and timelines to the project plan?”
Here’s A Real World Example We Encountered
One of our construction clients, a 75-person general contractor in Southern Arizona reached out frustrated with how much time their safety coordinator was spending updating OSHA-related documents manually. Between weekly toolbox talks, incident response plans, and project-specific safety checklists, it was taking hours to revise, print, and distribute updated versions for every new site.
We introduced a smarter approach: using ChatGPT to help draft and tailor key documents. Instead of starting from scratch, their safety lead now uses prompts like:
- “Create a construction site-specific incident response plan that includes electrical hazards, fall protection, and crane operation safety for a 6-week commercial build in Arizona.”
- “Draft a weekly safety meeting outline with 3 talking points related to summer heat, equipment lockout/tagout, and ladder safety OSHA compliant.”
Not only did this cut prep time by over 50%, it also improved document quality and consistency. The coordinator now has a repeatable workflow to quickly generate and refine safety materials that are tailored, relevant, and easy to update while staying OSHA-aware.
Before You Hit “Copy + Paste”: Get AI Use Approved First
While ChatGPT can save time and boost creativity, it’s important to remember: using AI-generated content in a business setting, especially customer-facing shouldn’t be done without oversight. We recently worked with a mid-sized subcontractor who let an intern use ChatGPT to draft client proposals and change orders. Unfortunately, the AI hallucinated a few specs and included language that didn’t align with contract terms. It cost the team a rework and nearly damaged a client relationship.
That incident prompted a larger conversation and ultimately a new AI Acceptable Use Policy. Now, the company only uses ChatGPT under manager review and has clear rules on:
- Which departments can use it (e.g. marketing, internal ops)
- What content types need approval (e.g. proposals, safety plans, emails)
- How to verify and edit AI output before it goes public
- When and how client data is allowed (or not allowed) in prompts
Need help defining those rules?
Computer Dimensions can help create or review your AI use policy, ensure secure use of tools like ChatGPT, and guide your team on responsible implementation, especially in compliance-heavy fields like construction and manufacturing.
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