Two colleagues use the same AI tool for the same kind of task. One has something usable in a few minutes. The other spends half an hour rewording the request and gives up.

What separates them is a small set of skills, and every one of them can be learnt.

The five

1 · Break it down. Large requests get vague answers. Split the job into steps and ask for one at a time: the outline, then each section, then the summary. When AI seems to be guessing, the task usually needs breaking down further.

2 · Give it the context. Who it’s for, what it’s for, what has happened so far, when and where it applies, and how it will be used. The background a capable colleague would want before starting.

3 · Set the limits. Length, format, tone, and anything to leave out. Limits narrow the many possible answers down to one you can use.

4 · Refine it. Treat the first answer as a draft and steer it: shorter, warmer, more detail on the second point. Each round gets closer.

5 · Judge the result. Read it the way your reader will. Is it right? Does it do the job? Would you send it?

Why it’s a loop

The five work together, and when a result comes back wrong, the loop tells you which skill to reach for.

Muddled or rambling? Break it down. Generic? Give it more context. Too long, or in the wrong format or tone? Set the limits. Close, with something still missing? Refine it. Unsure whether it’s correct? That is the fifth skill at work, so check before you use it.

A disappointing answer becomes a diagnosis. You go back to the skill that was missing, adjust, and run it again.

They travel with you

These skills belong to the person, and they work with any AI tool your team picks up. They are also the skills you’d use to brief a capable new colleague, which is why they feel familiar once you start.

Practice makes them stick

Each skill clicks fastest through practice on everyday tasks. In my sessions we practise each one on something simple first, such as explaining how to tie a shoelace, so the method is clear before the real work begins.

The test

Next time an AI answer disappoints, name the skill that was missing. Use that one, and run it again.

In your department

  • HR & Admin: When you plan AI training, these five skills are what to look for afterwards. They apply in every department and with every tool.
  • Sales & Marketing: A generic campaign email usually means missing context: who the customer is, what the offer is and why they should act now.
  • Strategy & Planning: Break a large planning question into steps, take them one at a time, and judge each answer the way your board will read it.