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!
⚠️ Before Using These Prompts
- Know your data classification – Is this public information or protected data?
- Follow your institution’s AI policy – Check which AI systems are approved for your work
- When in doubt, ask – Contact your supervisor or IT department
Key Principle: These prompts work with any AI collaborator, but YOU choose the appropriate system based on your data sensitivity. Only use approved AI for sensitive data and always follow your institution policy.
How to Use This Library
Step 1: Start a Document and Save this Table
| Category | Prompt Name | Prompt Template | When to Use | Example Variables |
| Email Communication | Professional Email Response | I need to respond to an email about [TOPIC]. The sender is [RELATIONSHIP TO YOU]. Key points to address: [LIST KEY POINTS]. Tone should be [TONE]. Draft a professional response. | High-volume inquiries; need consistent tone | TOPIC: program application deadline; RELATIONSHIP: prospective student; KEY POINTS: deadline is firm, exceptions rare; TONE: friendly but clear |
| Email Communication | Email Summary | Summarize the key action items and decisions from this email thread: [PASTE EMAIL THREAD] | Long email chains; need quick overview | PASTE actual email thread |
| Email Communication | Meeting Follow-Up Email | Draft a follow-up email after [TYPE OF MEETING] with [ATTENDEES]. Key decisions: [DECISIONS]. Action items: [ACTION ITEMS]. Tone: [TONE] | Post-meeting documentation | TYPE: discovery session; ATTENDEES: Economic Engagement team; DECISIONS: pilot AI for business outreach; ACTION ITEMS: John Doe to review data privacy |
| Data Analysis | Spreadsheet Formula Help | I’m working in [EXCEL/GOOGLE SHEETS]. I need to [WHAT YOU WANT TO DO]. My data structure: [DESCRIBE COLUMNS]. What formula should I use? | Complex data calculations | WHAT YOU WANT TO DO: calculate average application processing time by program; DESCRIBE COLUMNS: Column A is program name |
| Data Analysis | Survey Data Interpretation | I have survey data with [NUMBER] responses about [TOPIC]. Key findings I’m seeing: [LIST FINDINGS]. Help me identify patterns and craft 3-5 key insights for a summary report. | Making sense of survey results | NUMBER: 150; TOPIC: AI tool preferences; FINDINGS: 65% concerned about data privacy, 80% interested in training |
| Data Analysis | Data Visualization Suggestion | I need to present data about [TOPIC] to [AUDIENCE]. The data shows [DESCRIBE DATA]. What’s the best visualization type and why? | Preparing presentations or reports | TOPIC: AI adoption rates across universities; AUDIENCE: leadership; DATA: adoption percentages over 6 months |
| Meeting Facilitation | Meeting Agenda Creator | Create a meeting agenda for a [DURATION] [TYPE OF MEETING] about [TOPIC]. Attendees: [WHO]. Goals: [GOALS]. Include time blocks. | Planning any meeting | DURATION: 60-minute; TYPE: discovery session; TOPIC: AI opportunities in admissions; WHO: 5 admissions staff; GOALS: identify pain points, explore solutions |
| Meeting Facilitation | Icebreaker Generator | Suggest 3 engaging icebreaker questions for a [TYPE OF MEETING] with [NUMBER] people who [DESCRIBE GROUP]. Keep it professional and relevant to [TOPIC]. | Starting meetings; building psychological safety | TYPE: Community of Practice; NUMBER: 15-20; DESCRIBE: varying AI experience levels; TOPIC: prompt engineering |
| Meeting Facilitation | Meeting Notes Template | Create a structured template for taking notes during [TYPE OF MEETING] that captures: decisions, action items, attendees, key discussion points, and parking lot items. | Standardizing documentation | TYPE: AI discovery session |
| Documentation | Process Documentation | I need to document the process for [TASK/WORKFLOW]. Steps include: [LIST STEPS]. Audience: [WHO WILL USE THIS]. Create clear, step-by-step documentation. | Creating procedures for others | TASK: scheduling a discovery session; STEPS: check calendar, send Form, compile responses; WHO: future AI team members |
| Documentation | Report Executive Summary | Based on this information [PASTE FULL CONTENT], create a 3-4 paragraph executive summary that highlights: key findings, recommendations, and next steps. Audience: [WHO]. | Distilling long documents for leadership | WHO: university presidents or UWSA leadership |
| Documentation | Policy Draft Helper | Help me draft policy language for [TOPIC]. Key requirements: [REQUIREMENTS]. Tone should be [TONE – clear/formal/accessible]. Similar policies to reference: [ANY EXAMPLES]. | Policy development work | TOPIC: AI tool usage in student communications; REQUIREMENTS: data privacy, human oversight; TONE: clear and accessible |
| Project Planning | Project Timeline Creator | Create a project timeline for [PROJECT NAME]. Start date: [DATE]. End date: [DATE]. Major milestones: [LIST MILESTONES]. Identify dependencies and suggest reasonable timeframes. | Planning initiatives | PROJECT: Enterprise AI agreement implementation; START: January 2026; END: June 2026; MILESTONES: vendor selection, pilot launch, training series |
| Project Planning | Risk Assessment | I’m planning [PROJECT/INITIATIVE]. Potential risks I’ve identified: [LIST RISKS]. Help me assess impact and likelihood for each, and suggest mitigation strategies. | Planning any new initiative | PROJECT: Software Enterprise rollout; RISKS: data privacy concerns, resistance to change, insufficient training |
| Project Planning | Stakeholder Communication Plan | Create a communication plan for [PROJECT]. Stakeholders: [LIST GROUPS]. Key messages: [MESSAGES]. Suggest timing, channels, and format for each group. | Major announcements or changes | PROJECT: new AI policy; STAKEHOLDERS: faculty, staff, students, leadership; MESSAGES: what’s changing, why, how it affects them |
| Student/Stakeholder Communication | FAQ Generator | Based on this information [PASTE INFO], generate 8-10 frequently asked questions and clear answers. Audience: [WHO]. Tone: [TONE]. | Creating support resources | WHO: international students; TONE: friendly and reassuring |
| Student/Stakeholder Communication | Program Description | Write a [LENGTH] description of [PROGRAM/INITIATIVE] for [AUDIENCE]. Key benefits: [BENEFITS]. Unique features: [FEATURES]. Include call-to-action. | Marketing programs or initiatives | LENGTH: 150-word; PROGRAM: Direct Admit Wisconsin; AUDIENCE: high school counselors; BENEFITS: guaranteed admission, clear pathway |
| Student/Stakeholder Communication | Translation Helper | Translate this complex [POLICY/CONCEPT] into plain language for [AUDIENCE]: [PASTE CONTENT] | Making technical content accessible | POLICY: FERPA compliance requirements; AUDIENCE: staff with no legal background |
| Content Creation | Newsletter Section | Create a [LENGTH] newsletter section about [TOPIC] for [AUDIENCE]. Tone: [TONE]. Include a compelling headline. | Regular communications | LENGTH: 200-word; TOPIC: new AI prompt library launch; AUDIENCE: UWSA staff; TONE: enthusiastic and practical |
| Content Creation | Social Media Post | Create a [PLATFORM] post about [TOPIC]. Character limit: [LIMIT]. Include relevant hashtags. Tone: [TONE]. | Social sharing | PLATFORM: LinkedIn; TOPIC: AI Community of Practice success; LIMIT: 300 characters; TONE: professional but warm |
| Content Creation | Presentation Outline | Create an outline for a [DURATION] presentation on [TOPIC] for [AUDIENCE]. Key points to cover: [POINTS]. Include suggested time for each section. | Preparing talks or workshops | DURATION: 45-minute; TOPIC: prompt engineering basics; AUDIENCE: staff with beginner AI experience; POINTS: what is a prompt, persona-task-context formula, hands-on practice |
| Training & Education | Training Module Outline | Design a [DURATION] training module on [TOPIC] for [AUDIENCE]. Learning objectives: [OBJECTIVES]. Include interactive elements. | Developing educational content | DURATION: 90-minute; TOPIC: AI for email efficiency; AUDIENCE: admissions staff; OBJECTIVES: reduce email response time by 30%, maintain personalization |
| Training & Education | Quiz Generator | Create a 5-question quiz to assess understanding of [TOPIC]. Difficulty level: [BEGINNER/INTERMEDIATE/ADVANCED]. Include answer key with explanations. | Reinforcing learning | TOPIC: responsible AI use; DIFFICULTY: beginner |
| Training & Education | Case Study Creator | Develop a realistic case study for [TOPIC] that shows [SCENARIO]. Include discussion questions that prompt critical thinking about [THEMES]. | Teaching through examples | TOPIC: AI in student recruitment; SCENARIO: balancing automation with personal touch; THEMES: ethics, effectiveness, student experience |
| Research & Analysis | Literature Review Summary | Summarize the key themes, findings, and gaps from these sources about [TOPIC]: [LIST SOURCES OR PASTE ABSTRACTS] | Background research for projects | TOPIC: AI adoption in higher education administration |
| Research & Analysis | Competitive Analysis | Compare [ORGANIZATION/APPROACH A] and [ORGANIZATION/APPROACH B] on these dimensions: [LIST DIMENSIONS]. Present as a comparison table. | Understanding landscape | A: UW-Madison AI policy; B: UW-Milwaukee AI policy; DIMENSIONS: scope, restrictions, training requirements |
| Research & Analysis | Trend Analysis | Based on this data [PASTE DATA], identify 3-5 key trends over time. Explain what might be driving these trends and potential implications. | Making sense of patterns | DATA: AI tool usage statistics over 6 months |
| Problem Solving | Root Cause Analysis | We’re experiencing [PROBLEM]. Symptoms: [DESCRIBE SYMPTOMS]. Context: [RELEVANT BACKGROUND]. Use the ‘5 Whys’ technique to help identify potential root causes. | Diagnosing issues | PROBLEM: low Community of Practice attendance; SYMPTOMS: 30% drop in last 2 months; BACKGROUND: sessions moved to virtual only |
| Problem Solving | Solution Brainstorming | We need to solve [PROBLEM]. Constraints: [LIST CONSTRAINTS]. Generate 10 creative solutions that range from quick wins to longer-term strategic approaches. | Creative problem-solving | PROBLEM: staff don’t know what tasks AI can help with; CONSTRAINTS: limited training budget, varying skill levels, no dedicated AI support staff |
| Problem Solving | Decision Matrix | Help me create a decision matrix to evaluate [OPTIONS] based on these criteria: [CRITERIA]. Weight the criteria by importance: [WEIGHTS]. | Making structured decisions | OPTIONS: different enterprise AI vendors; CRITERIA: cost, features, data privacy, ease of use, support; WEIGHTS: data privacy is highest priority |
| Personal Productivity | Task Prioritization | Here are my tasks for [TIMEFRAME]: [LIST TASKS]. Constraints: [TIME/RESOURCES]. Help me prioritize using the Eisenhower Matrix (urgent/important). | Managing workload | TIMEFRAME: this week; LIST: prepare discovery session |
| Personal Productivity | Email Batch Processing | I have [NUMBER] emails in my inbox about [GENERAL TOPICS]. Help me create categories and draft template responses for common themes. | Clearing inbox efficiently | NUMBER: 45; TOPICS: discovery session scheduling, AI tool questions, policy feedback |
| Personal Productivity | Meeting Prep | I have a meeting about [TOPIC] with [ATTENDEES] in [TIMEFRAME]. Goals: [GOALS]. What should I prepare? Create a prep checklist. | Getting ready efficiently | TOPIC: Enterprise AI proposal presentation; ATTENDEES: John Doe, Jane Johnson; TIMEFRAME: 2 days; GOALS: get approval for pilot |
Step 2: 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!*
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 (December2025) Created for: Universities of Wisconsin Wisconsin Idea in Action: Extending knowledge to serve Wisconsin