If you’ve ever asked an AI for help and received a vague or off-target response, the issue probably wasn’t the AI—it was the prompt. The good news? There’s a simple fix. The best prompts follow a 4-part structure that helps you get crystal-clear, actionable results every time.
Whether you’re automating client onboarding, writing documentation, or prepping for a Microsoft 365 migration, this framework will help you get the most out of your AI tools.
The 4 Parts of a Great Prompt
1. Role – Tell the AI who to be
This sets the tone and perspective. You’re not just asking a question—you’re assigning a role.
Examples:
- “Act as a Microsoft 365 onboarding specialist.”
- “Act as a cybersecurity consultant for a mid-sized MSP.”
- “Act as a technical writer creating documentation for IT admins.”
- “Act as a trainer preparing a workshop for small business owners.”
Why it works: It aligns the AI’s responses with the mindset, priorities, and language of that role.
2. Context – Provide background
Give the AI a sense of the situation. What’s happening? Who’s involved? What’s the goal?
Examples:
- “We’re creating a welcome kit for new clients using Microsoft 365 Business Premium.”
- “The client is migrating from Google Workspace and needs guidance on Exchange Online.”
- “We’re preparing a presentation for an IT conference focused on SMBs.”
- “The audience is non-technical business owners who need to understand cloud security basics.”
Why it works: It helps the AI tailor its response to your specific scenario, avoiding generic advice.
3. Command – Be clear about what you want
This is your actual request. Don’t be vague—spell it out.
Examples:
- “Write a checklist of the top 10 setup tasks for Microsoft 365.”
- “Create a comparison table between Microsoft Defender and third-party antivirus tools.”
- “Draft an email explaining the benefits of SharePoint to a small business client.”
- “Generate a PowerShell script to bulk-create user accounts in Azure AD.”
Why it works: Specific instructions lead to specific results.
4. Format – Define the output style
Tell the AI how you want the answer delivered. This saves you time and makes the output immediately usable.
Examples:
- “Output as a numbered list in markdown.”
- “Include bullet points with brief explanations.”
- “Format as a blog post with headings and subheadings.”
- “Provide the script in a code block with inline comments.”
Why it works: It ensures the result fits your workflow—whether you’re pasting it into a document, email, or presentation.
Real-World Prompt Example for MSPs
Let’s say you’re preparing a client-facing guide for Microsoft 365 setup. Here’s how you’d apply the framework:
- Role: Act as a Microsoft 365 onboarding specialist.
- Context: We’re creating a guide for small business clients who’ve just signed up for Microsoft 365 Business Premium.
- Command: Write a checklist of the top 10 setup tasks they should complete in their first week.
- Format: Output as a numbered list in markdown, with brief explanations for each item.
Result: A clear, actionable checklist ready to drop into your documentation or client portal.
Final Tip
The more precise your prompt, the better your outcome. This framework works across use cases—from writing blog posts to generating PowerShell scripts. Try it out next time you’re working with AI, and watch your productivity soar.
CIAOPS 