Equipping each department with a prompt library by function

What the prompt library by function contains

• Common rules: no-entry instruction, neutral placeholders such as [Client A] or [Date], list of excluded information.
• Three verification levels: proofreading (N1), checking (N2) and validation (N3), spread equally across the templates.
• Management and marketing: twelve templates, from the decision note to the product sheet and translation.
• Administrative management: six templates, including the standard letter, the internal procedure, minutes and the list of documents.
• Social media: six templates, including adaptation by network, hooks and replying to a comment.
• Finally, human resources: six templates, from the job description to the staff information note.

When to use the library

The library is used when an organisation rolls out generative AI assistants across several departments at once. It then provides each function with consistent instructions, with the same no-entry and verification rules. It is also used to set, for each task, the expected level of human control. It is aimed in particular at management and the heads of the departments concerned.

Instructions for use

First, each department identifies the templates for its function. Next, the user copies the selected template and replaces each item in square brackets with anonymised information. Then length and format are adapted to the need, since the templates remain editable. Finally, the indicated verification level applies before any internal use, any external distribution or any decision concerning a person.

Expected outcome

The prompt library by function thus provides a shared reference set of thirty ready-to-copy instructions. Each department has templates suited to its tasks. Human control is graded according to use: simple proofreading for internal use, validation before any commitment by the organisation.

Key facts

Limitations

The prompt library by function frames the drafting of instructions; it guarantees neither the accuracy nor the compliance of the content produced by the assistant. Moreover, the no-entry instruction excludes any personal or confidential data from consumer tools. References to legal texts must be checked against the wording in force on the date of use. The document includes no representation before the courts.

Further reading: Information Systems & Digital Transformation; Law No. 09-08 on the protection of individuals with regard to the processing of personal data.