*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.
Artificial intelligence is not only changing our tools, but also the way teams work together. Whether in meetings, when writing texts or planning tasks – with the right prompts, AI can help you work in a more structured and efficient way.
In this article, I’ll show you three simple but very effective prompts that you can use directly in your team. You can use them with various AI tools, for example with ChatGPT, Gemini, Perplexity or even privacy-friendly solutions such as SwissGPT.
1. automatically summarize meetings
Many video conferencing tools such as Zoom or Microsoft Teams now automatically create a transcript of the meeting. This is practical – but it often results in a long document that is difficult to keep track of. Several people talk in confusion, topics change quickly and important decisions are not immediately recognizable.
This is exactly where AI can help.
If you load the transcript of a meeting into an AI tool, the AI can use it to create a structured summary and at the same time work out the most important tasks and next steps.
This will quickly turn a confusing document into a clear overview.
The following prompt works very reliably in practice:
“Here is the transcript of a meeting. Please provide me with a summary of the meeting in keywords. Also make me a list of all the important next steps and tasks that we created during the meeting.”
You can of course extend this prompt at any time, for example by adding:
- a summary as continuous text
- a clear structure with an introduction and conclusion
- a separate list with decisions from the meeting
It is also important to note that meeting transcripts in particular often contain sensitive information. Therefore, always check which AI tool you are using and whether it is suitable for such content.
And as with all AI results, the same applies here: Read the summary again critically and check whether all statements have been reproduced correctly.
2. create branding and tonality guidelines with AI
Sooner or later, many teams face the same challenge: new colleagues have to write content – but what exactly should the tone of the texts look like?
The topic becomes even more important if you want to use AI for content production. AI needs clear branding and communication guidelines so that it can create suitable texts.
A very effective method is to have existing texts analyzed and automatically create guidelines from them.
To do this, you give the AI several sample texts, for example:
- Excerpts from your website
- Blog article
- Landing pages
- Marketing texts
The AI analyzes this content and uses it to create structured instructions for new employees.
The following prompt is particularly suitable for this:
You will be expected to create detailed branding and tonality guidelines for new colleagues in our marketing and communications team. I have attached 4 files containing excerpts from our website. You analyze the sources I have given you and write instructions or guidelines for our new colleagues in the marketing and communications team. You analyze the sources primarily with regard to:
Tonality: What mood and language is used?
Choice of words: Are there words that are used over and over again?
Expression: How are users addressed? Is it an active or passive approach? Is the approach extroverted or introverted?
Sentence structure: Are they rather short or long sentences? Comprehensive or short and sweet?
Design: Is it simple and plain or rather colorful and eye-catching?
Call to actions and other special features: What else stands out?
You are not so much analyzing the specific content, but rather finding guidelines for branding guidelines. You make your analysis very detailed and use it to create comprehensive, meaningful and comprehensible guidelines. Don’t forget: In your guidelines, you explain very precisely how you came up with these specific descriptions, and you give an example from the original sources for each guideline.
What is particularly helpful about this prompt is that the AI not only creates guidelines, but also provides specific examples from the sources. This makes the guidelines much clearer and easier to understand.
You can then use the finished guidelines:
- Provide new employees
- Use internally in the team
- Use as a basis for further AI prompts
3. prioritize tasks with AI
Especially in stressful weeks, the same question often arises: Which tasks are really important?
AI can help you to structure your to-dos better and set priorities. There are two options for this: a short prompt and a more detailed variant.
The short version
If you already have a list of tasks, you can have them analyzed directly:
“Here are my tasks for this week: [list]. Please analyze them in terms of impact, urgency and personal effort – and classify them into three clear priority levels. Also help me to eliminate or delegate possible tasks.”
The AI then evaluates each task and creates a priority list.
The more detailed version
You will get even better results if the AI asks questions first, giving it more context.
“I want to prioritize my tasks for this week. Please ask me smart questions so that I can identify my most important goals and to-dos and set clear priorities.
Take into account:
- My overarching goals (professional and/or private)
- The realistic time frame I have available this week
- The potential impact or urgency of the tasks
- Tasks that could be delegated, postponed or canceled
In the end, I would like to have a clear, organized list with three categories:
- 💥 Höchste Priorität (erledigen, auch wenn’s schwierig wird)
- ⚖️ Mittlere Priorität (erledigen, wenn Zeit ist oder vorbereiten)
- 💤 Niedrige Priorität (parken, delegieren oder streichen)
Ich bin bereit – starte mit der ersten Frage.”
Diese Variante sorgt dafür, dass die KI eure Ziele, euren Zeitrahmen und eure aktuelle Situation besser versteht. Dadurch wird die Priorisierung deutlich realistischer und hilfreicher.
Fazit: Mit den richtigen Prompts wird KI zum echten Team-Tool
KI kann Teams in vielen Bereichen unterstützen – entscheidend ist jedoch, wie ihr die Tools anleitet. Gute Prompts sorgen dafür, dass aus allgemeinen Antworten wirklich hilfreiche Ergebnisse werden.
Die drei Beispiele aus diesem Beitrag zeigen typische Einsatzmöglichkeiten im Arbeitsalltag:
- Meetings schneller auswerten
- einheitliche Kommunikationsrichtlinien erstellen
- Aufgaben klar priorisieren
Probiert die Prompts gerne selbst aus und passt sie an eure eigenen Prozesse an. Schon kleine Anpassungen können einen großen Unterschied machen.
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.
