What Is This?
This is your quick-reference library of ready-to-use AI prompts for common workplace tasks at the Universities of Wisconsin. No need to start from scratch every time!
How to Use This Library
Step 1: Open the File
Download and open the Excel File and explore the prompts organized by category.
Step 2: Make It Searchable
- Use Ctrl+F (Cmd+F on Mac) to search by keyword
- Filter by Category using Excel’s filter tools (Data > Filter)
- Freeze the header row so you can scroll easily while keeping categories visible
Step 3: Use a Prompt
- Find a prompt that matches your task
- Read the “When to Use” column to confirm it fits
- Copy the “Prompt Template”
- Replace the [BRACKETED SECTIONS] with your specific information
- Look at “Example Variables” for inspiration
- Paste into an AI tool of choice!*
*Note: For any information that uses internal data, always follow responsible data classification and protection. Data classified as low risk, under UW Administrative policy SYS 1031, Information Security: Data Classification and Protection, can be freely used with generative AI tools such as ChatGPT, Gemini, Claude, Grok, etc. They are is ok when using public information or when no institutional data is shared. When using moderate or high risk data, always only use an enterprise approved AI tool with appropriate data protection. Questions? Contact the IT helpdesk for assistance.
The “Persona + Task + Context” Formula
Many prompts use this proven structure:
- Persona: “I am a…” or “You are a…” (sets the role/expertise)
- Task: What you need the AI to do
- Context: Background information, constraints, audience, tone
Example: “I am a program coordinator at the Universities of Wisconsin. I need to draft a follow-up email after a meeting with campus partners. Key decisions: pilot new initiative for student support. Action items: review requirements and timeline. Tone: enthusiastic but professional.”
Tips for Success
Be Specific
Don’t: “Help me with emails”
Do: “I need to respond to 20 similar emails about program deadlines. Draft a template I can personalize.”
Iterate
Don’t expect perfection on the first try! If the output isn’t quite right:
- Add more details
- Clarify the tone
- Provide an example
- Ask the AI to revise specific parts
Customize Prompts
These are STARTING POINTS. Feel free to:
- Add your own variables
- Adjust the tone
- Combine multiple prompts
- Create variations that work for your style
Save Your Wins
When you find a variation that works really well:
- Add it to your library!
- Share it with your team
- Note what made it effective
Categories Explained
Email Communication: High-volume correspondence, follow-ups, professional messaging
Data Analysis: Spreadsheets, surveys, identifying patterns, creating insights
Meeting Facilitation: Agendas, icebreakers, note-taking, follow-ups
Documentation: Process docs, summaries, policy language
Project Planning: Timelines, risk assessment, stakeholder communication
Student/Stakeholder Communication: FAQs, program descriptions, plain language
Content Creation: Newsletters, social media, presentations
Training & Education: Learning modules, quizzes, case studies
Research & Analysis: Literature reviews, competitive analysis, trend identification
Problem Solving: Root cause analysis, brainstorming, decision-making
Personal Productivity: Task management, email batching, meeting prep
Common Mistakes to Avoid
- Too Vague: “Write something about AI” → Not enough guidance
- No Context: AI doesn’t know your audience, constraints, or goals unless you tell it
- Expecting Mind-Reading: The more specific you are, the better the output
- Copy-Paste Without Reviewing: Always review and personalize AI outputs!
- Forgetting Tone: Specify if you want formal, casual, friendly, technical, etc.
Quick Reference: Most Popular Prompts
Based on common workplace needs, these are likely your most-used:
- Professional Email Response – For handling high-volume inquiries and correspondence
- Meeting Agenda Creator – For structured meetings and planning sessions
- Survey Data Interpretation – For making sense of feedback and assessments
- Meeting Notes Template – For standardizing documentation
- FAQ Generator – For creating support resources
Examples in Action
Example 1: Email Response
Prompt Used: Professional Email Response
Filled In: “I need to respond to an email about program application deadlines. The sender is a prospective student. Key points to address: deadline is March 1st and firm, late applications go to different process, encourage early completion. Tone should be friendly but clear.”
Result: Professional, consistent response ready to personalize
Example 2: Meeting Prep
Prompt Used: Meeting Agenda Creator
Filled In: “Create a meeting agenda for a 75-minute planning session about improving departmental processes. Attendees: 4 team members with varying experience levels. Goals: identify current challenges, explore potential solutions, gather input on priorities. Include time blocks.”
Result: Structured agenda with appropriate time allocation
Example 3: Making Data Digestible
Prompt Used: Survey Data Interpretation
Filled In: “I have survey data with 187 responses about workplace technology preferences. Key findings I’m seeing: 72% interested in training opportunities, 58% concerned about data privacy, 45% currently using tools unofficially, 89% want clearer guidelines. Help me identify patterns and craft 3-5 key insights for a summary report.”
Result: Clear narrative insights for leadership presentation
Remember: AI is a Collaborative Partner
Think of these prompts as starting conversations with an AI colleague, not commands to a robot. The best results come from:
- Clear communication
- Iterative refinement
- Your human judgment and expertise
- Treating AI as a thought partner, not a replacement
Version: 1.0 (November 2025) Created for: Universities of Wisconsin Wisconsin Idea in Action: Extending knowledge to serve Wisconsin