Prompts
Write a one-page AI note for your colleagues
One page a colleague reads in a minute: what may be done with each class of material, the two things never to paste, who to ask, what to write down, and what to say to a person whose material was involved.
What may go into it: Public or invented material only
The prompt
Answer in [ANSWER LANGUAGE], even if the material below is in another language. I direct a civil society organisation. My colleagues have already started using AI chatbots for work, and there is no note telling them what is allowed. Write that note, addressed to them. What I will tell you, and nothing else about us: 1. The role people ask when they are unsure: [ROLE, FOR EXAMPLE THE PROGRAMME MANAGER, NEVER A PERSON'S NAME] 2. Tools we have decided to allow: [LIST THEM, OR WRITE "NONE DECIDED YET"] Rules: 1. Do not ask me what material we hold, and do not ask me to describe it. Write the three classes in general terms, give one everyday office example of each, and say in the note that I will replace your examples with our own. 2. Under 350 words in total. 3. Words a new volunteer understands. No legal wording and no policy vocabulary. 4. Every rule must be one a person in a hurry can follow without asking a second question. 5. Write "AI tool", and name no tool other than the ones I listed above. Give me, in this order: A. The three classes of material and what may be done with each: may go into an allowed tool, may go in only after names and identifying details are removed, never goes into any AI tool. One everyday office example each. B. The two things that must never be pasted, each as one short sentence on its own line. C. Who to ask when unsure, using the role I gave you, and what to write down every time an AI tool is used on work material, as four short fields. D. The sentence a colleague says to a person whose material was involved, in plain words that admit what we do not know. End with one line: the date I should read this note again with my colleagues.
Opens a new chat in that tool with this prompt already typed in. Fill in every box first, and read the line at the top about what may go into it.
15 minutes · Gives you one page · Works on a phone · How much to paste at once: Nothing is pasted here beyond the two answers, so length is not a problem. If the note ends before section D, ask for the rest starting from the last heading it printed.
Read the answer against the checks below before you use it in anything that leaves your organisation.
What to fill in
- [ANSWER LANGUAGE]. Name the language your colleagues read most easily.
- Answer 1 as a role, for example the programme manager, never a person's name.
- Answer 2 with the tools you have allowed, or write that you have decided none yet.
Before you trust the answer
- Give the note to your newest colleague and ask which class an ordinary work document falls into. If they hesitate, the examples are still too general.
- Replace every example the tool invented with one of your own before the note goes out, and write nothing sensitive into the note itself.
- Count the words. Anything over one page will not be read, and cut any rule nobody can follow while in a hurry.
When it goes wrong
It will pad the note with policy language and a fourth class of material nobody asked for, so colleagues read half a page and stop.
Tools this is written for
Written 2026-09-01Nobody has run this prompt in this language yet, so read the answer twice.
- Never for sensitive materialHas a free versionWorks in Iraq
- Never for sensitive materialHas a free versionWorks in Iraq
- Never for sensitive materialHas a free versionWorks in Iraq
Where to go next
- The task this belongs toProtecting sensitive information
- Staying safeClassify the material first
Written forDirector or leadershipGrants and operations