*Thisarticle is based on a YouTube video by Sophie Hundertmark, an expert in the use of artificial intelligence with a focus on chatbots and strategic AI applications in companies and public institutions. Sophie is a researcher and lecturer at the Lucerne University of Applied Sciences and Arts and is doing her doctorate in Conversational AI at the University of Fribourg. The blog text was created using a custom GPT model that was trained on Sophie’s video content, language style and expertise. The result is well-founded, up-to-date articles based on Sophie Hundertmark‘s own expertise.
You can find the link to the video at the end of this article.
Difficult conversations are part of everyday working life. Whether it’s a feedback meeting, a conflict in the team or a critical discussion with a customer – we often know what we want to say but don’t know exactly how to structure or start the conversation.
This is exactly where AI tools such as ChatGPT, Claude, Gemini, Perplexity AI or SwissGPT can provide support.
In today’s Weekly Prompt, I’ll show you a simple method that you can use to systematically prepare for difficult conversations and even practice them in role play with the AI.
Why AI can help with difficult conversations
Many difficult conversations don’t fail because of the content, but because of the structure.
Questions that often arise are, for example:
- How do I start the conversation in an appreciative way?
- Which points should I definitely address?
- How do I respond to emotional or defensive reactions?
AI can serve as a sparring partner for communication here. If you describe your situation clearly, she can help you:
- formulate a good conversation starter
- structure your arguments
- anticipate possible reactions of the other person
- find alternative formulations
It will be even more exciting if you start a role play afterwards and practise the conversation directly.
The Weekly Prompt: Preparing for a conversation
You can copy the following prompt directly into an AI tool of your choice and adapt it to your situation:
I have a difficult conversation to have soon. Help me prepare it.
The situation: [short description – e.g. address employee’s mistakes / negotiate salary / inform client of disappointing results]
My role: [e.g. supervisor / contractor / colleague]
The other person: [e.g. employee, customer, superior]
My goal for the conversation: [what should be different/clear afterwards?]
What I fear: [e.g. escalation, rejection, tears, justifications]
Based on this situation: Give me
- a recommended opening (1-3 sentences)
- the 3 most important points I want to address
- Possible reactions of the other person and how I can respond to them
- Formulations that I should avoid – and better alternatives
Now I want to practise the conversation.
Slip into the role of [name/description of the other person]. React as this person would realistically react – even if it becomes unpleasant.
I’ll start the conversation now. Wait for my first statement and then answer in character.”
The advantage of this prompt is that it combines preparation and simulation in one process.
What you can expect from the AI in response
When you send the prompt, you will usually receive structured support. These include, for example:
Opening the conversation
A calm and appreciative introduction that opens up the conversation without directly building up pressure.
Important points of discussion
The AI helps you to structure your argument clearly and focus on the most important points.
Possible reactions
This is where the added value lies. The AI can simulate typical reactions, for example:
- defensive answers
- Justifications
- emotional reactions
You will also receive suggestions on how you can react calmly and constructively.
Improve formulations
The AI also often shows which statements can have an unnecessarily escalating effect and suggests more diplomatic alternatives.
The role play: practicing realistic conversation
After the preparation, you can go straight into the simulation.
The AI takes on the role of the other person – for example an employee, a customer or a manager – and reacts realistically to your statements.
This allows you to:
- Test different conversation starters
- improve your argumentation
- Experience difficult reactions in advance
- Gain more confidence for the real conversation
AI thus becomes a kind of training partner for difficult communication.
Conclusion
AI can do far more than write texts or research information. Used correctly, it becomes a practical tool for communication, leadership and conflict resolution.
With a structured prompt you can:
- Prepare difficult conversations
- structure your argumentation
- Think through possible reactions
- practise the conversation in role play
Try out the Weekly Prompt for yourself and adapt it to your own situation.
I wish you every success with your discussions – and of course lots of fun with your prompting.
Any further questions?
Do you have any questions? I am happy to support you, act as a sparring partner and answer your questions. I am always happy to receive your messages, preferably by WhatsApp message or e-mail.
