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5 AI prompting techniques to get better results from your internal chatbot

If you’ve ever typed a question into ChatGPT or another AI tool and thought, “Hmm, that’s not really what I meant,” you’re not alone. Getting the right answer often comes down to how you ask the question. That’s where AI prompting techniques come in.

At CROPLAND, we don’t just believe in using AI, we build it into your business. Our internal chatbots are secure, private, and have access to your own company data. This means your team isn’t chatting with just any AI, they’re getting help from a tool that actually knows your policies, processes and language. But even the best internal chatbot works better when you give it the right kind of input.

Whether you’re an HR officer asking about your company’s leave policy, a sales rep looking for the latest pitch deck, or a marketing team member writing a blog, clear prompting makes all the difference.

Here are 5 simple techniques your team can use to get better results from their custom CROPLAND chatbot:

1. Start with a clear goal

Before typing anything, ask yourself: “What do I want from this prompt?” Whether it’s a summary, a checklist, or help writing an email—define the goal clearly. AI is great at following instructions, but only if it knows what success looks like.

Try this:

“Summarize the key points from our GDPR policy in bullet points I can send to a client.”

2. Give the AI a role

Want your chatbot to respond like a recruiter? A helpdesk agent? A communications expert? Tell it. Assigning a role helps the AI understand the kind of answer you’re expecting.

Try this:

“You are a CROPLAND onboarding specialist. Help me write a welcome email for a new client.”

3. Be specific about format and style

Do you want the answer in a short paragraph or as a checklist? Should it sound formal, friendly or playful? A custom chatbot trained on your internal tone of voice can adapt easily—if you ask.

Try this:

“Explain our remote work policy in 3 short bullet points I can include in a presentation slide.”

4. Break complex tasks into steps

Rather than dumping a huge request into the chat, break it down. AI handles small steps more effectively, and you stay in control of the output.

Try this:

Step 1: “Create an outline for a product update email to clients.”

Step 2: “Write the introduction based on that outline.”

Step 3: “Now write the section about new features.”

5. Refine with follow-up prompts

Didn’t get what you needed the first time? That’s normal. Treat it like a conversation. Ask for a rewrite, a shorter version, or something with a different tone.

Try this:

“Can you make that a bit more enthusiastic?”

“That’s good, but can you add a bullet about response times?”

Make the most of your CROPLAND chatbot

When your internal chatbot is trained on the right data and protected from outside risks, like the ones we see with shadow AI and public tools, you can trust the answers it gives. Combine that with good AI prompting techniques, and you’ve got a powerful assistant at your fingertips.

At CROPLAND, we build chatbots that are not only smart but safe, running on your servers or private environments, connected to your data sources, and always aligned with your company’s voice and rules. It’s your knowledge, turbocharged.

👉 Want to get even better at this? Also read our other blog on prompting or explore how a CROPLAND chatbot could make a difference in your team’s daily work.

Want to see how other companies are turning AI ambition into real-world results? Or are you simply looking to stay up to date on the latest AI developments and news?

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