A general AI assistant like ChatGPT, Claude or Gemini is good at first drafts of everyday writing, and that is the safe place to start. Give it low-stakes jobs, read every word before you use it, and never paste in anything private.
Before you start
Pick one assistant and stick with it for the week. Any of the big ones can handle the jobs below. Then follow three ground rules:
- You are the editor. The assistant writes the first draft. You check it and fix it.
- Check every fact. These tools can state wrong hours, prices or details with total confidence. Facts come from you, not from the assistant.
- Keep it private. Leave out names, contact details and anything you would not pin to a public bulletin board. More on that below.
Each prompt below has blanks in square brackets. Fill them in before you send it.
1. Reply to a review
Replying to reviews matters, but finding the words takes time. Paste in the public review text and nothing else.
Write a short, warm reply to this public review
of my [type of business]. Thank them, mention one
specific thing they said, and invite them back.
Under 60 words. No exclamation points.
Review: [paste review text]For an unhappy review, add a line: “Apologize once, do not argue, and invite them to call the shop.” Then read the draft twice before you post it.
2. Rewrite something in plain words
Menu descriptions, service pages, signs and policies tend to get wordy. An assistant is good at making them short and clear.
Rewrite this so a busy customer gets it in five
seconds. Plain words, short sentences, no jargon.
Keep every fact the same. Give me three versions.
Text: [paste your text]“Keep every fact the same” matters. Compare the new version with the old one and make sure no price, time or detail changed.
3. Turn notes into a post
You know what is new this week. The assistant can turn your bullet points into a post for your Google Business Profile or social media.
Turn these notes into a friendly post for my
[type of business] in [town]. Under 80 words,
one clear reason to visit, no hashtags.
Notes: [your notes]Tip: When you like a draft, say what you liked and ask for two more like it. Within the same chat, each correction gets you closer to your own voice.
4. Turn a messy process into a checklist
Opening and closing routines often live in one person’s head. Type up the steps as rough notes, in any order, and let the assistant organize them.
Turn these notes into a step-by-step checklist
a new employee could follow on day one. Group
the steps by area and number them. Flag anything
that seems to be missing.
Notes: [paste your notes]The last line is the useful one. It may point out a step you skip in your notes because you do it without thinking. You decide whether it belongs.
5. Draft a hard email
Some emails are hard to start: asking a supplier about a new fee, reminding a customer about a late payment, or telling regulars that prices are going up.
Draft a short, polite email to [a supplier or
a customer] about [the situation]. Be clear that
I need [what you need]. Firm but friendly.
Under 120 words. Write [Name] where a name goes.Keep the placeholder in the prompt and type the real name yourself in your email program. The assistant does not need it.
What never to paste in
Treat anything you type into an assistant as something that could be stored and seen by someone else. Some tools can use your chats to improve their models unless you turn that off, and business plans often come with different privacy terms. Check the settings and terms of the one you use.
Never paste in:
- Customer details: names with phone numbers, emails, addresses or order history.
- Payment and bank info: card numbers, account numbers or routing numbers.
- ID numbers: Social Security numbers, tax ID numbers or driver’s license numbers.
- Logins: passwords, PINs, security codes or access keys.
- Employee records: pay, health information, reviews or discipline notes.
- Health information about anyone.
- Anything you promised to keep private, like a contract with a confidentiality clause.
If a job needs any of that, do it yourself. And do not treat an assistant’s answers about law, tax or health as advice. Take those questions to your lawyer or accountant.
What to do this week
- Pick one assistant and look through its privacy and data settings.
- Use prompt 1 on your last three reviews, and post only the replies you would sign your name to.
- Rewrite one sign, menu item or service description with prompt 2.
- Type rough notes on your closing routine and turn them into a checklist with prompt 4.
- Tape a note by your computer that lists what never goes in.