Generative AI tools like ChatGPT, Bard by Google, and Claude by Anthropic have become invaluable assets for civic employees.

Specialized Artificial Intelligence tools, like are even more effective for improving efficiency and productivity in municipalities.

These tools can assist in a variety of tasks, from drafting emails to creating social media posts.

However, the effectiveness of these tools depends heavily on the quality of the prompts provided.

This guide aims to help new AI users write effective prompts to maximize the utility of Ordinal and every other tool utilizing Large Language Models.

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Understanding the Basics

A prompt is essentially a set of instructions or a question given to the AI to generate a response.

The more specific and clear your prompt, the better the AI can understand and respond accurately.

Here are some fundamental principles to keep in mind:

1. Be Specific: Clearly define what you need. The more details you provide, the better the AI can tailor its response.
2. Set the Context: Provide background information to help the AI understand the scenario.
3. State the Purpose: Explain why you need this information or response.
4. Ask Direct Questions: If you need specific information, asking direct questions will yield better results.

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Formulas for Effective Prompts

1. Task-Oriented Prompts

When you need the AI to perform a specific task, such as drafting a notice or creating a social media post, use this formula:

1. Task: Describe what you want the AI to do.
2. Specific Details: Provide the necessary details for the task.
3. Context: Offer any relevant background information.
4. Desired Tone: Specify the tone or style you want.

Example:

1. Task: Write a friendly social media post Specific
2. Details: about the Springdale farmer's market vendor requirements
3. Context: Encourage participation
4. Desired Tone: Friendly and engaging.

Prompt: "Write a friendly social media post about the Springdale farmer's market vendor requirements. Encourage participation."

2. Informational Prompts

When you need information or a summary, use this formula:

1. Request for Information: State what information you need.
2. Specific Details: Include any specifics related to the request.
3. Context: Provide context to clarify your request.

Example:

1. Request for Information: Summarize the key points
2. Specific Details: Recent changes in the city's waste management policies.
3. Context: For a public information notice.

Prompt: "Please summarize the key points of the city's bulky trash policies for a new hire in the city."

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3. Translation Prompts

When you need to translate information for non-English speaking constituents, use this formula:

1. Translation Request: Specify that you need a translation.
2. Text to Translate: Provide the text you need translated.
3. Target Language: Indicate the language for the translation.

Example:

1. Translation Request: Translate the following notice
2. Text to Translate: "The city will conduct a maintenance shutdown of water services on July 10th from 9 AM to 5 PM."
3. Target Language: Spanish

Prompt: "Please translate the following notice into Spanish: 'The city will conduct a maintenance shutdown of water services on July 10th from 9 AM to 5 PM.'"

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4. Drafting Responses Prompts

When drafting responses to emails or inquiries, use this formula:

1. Response Request: Indicate you need a draft response.
2. Email Content/Inquiry Details: Include the details of the inquiry.
3. Specific Instructions: Provide any specific instructions for the response.
4. Desired Tone/Style: Specify the tone or style for the response.

Example:

1. Response Request: Draft a response email
2. Email Content/Inquiry Details: Resident inquiring about the process for obtaining a building permit.
3. Specific Instructions: Provide detailed steps.
4. Desired Tone/Style: Professional and helpful.

Prompt: "Please draft a professional and helpful response email to a resident inquiring about the process for obtaining a building permit. Include detailed steps."

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Tips for Refining Prompts

• Iterate and Refine: Don’t hesitate to refine your prompts based on the AI's initial responses. Iteration helps in honing the prompt for better results.
• Use Examples: Providing examples within your prompt can help clarify your requirements.
• Set Constraints: If you need concise responses, specify word limits or other constraints.

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Conclusion

Writing effective prompts for generative AI tools is a skill that can greatly enhance the efficiency and quality of tasks performed by civic employees.

By being specific, providing context, and clearly stating your requirements, you can leverage these powerful tools to better serve your community. Happy prompting!

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