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Build a System For Your AI Workflows With Priming Templates

Marrying ChatGPT and AI with your workflows

Recap of the VOICE Framework

In part one of this three-part series I introduced the VOICE framework — a system designed to assist you in marrying ChatGPT and AI into your daily workflow.

The framework showcased how AI can effectively streamline tasks when using priming templates. If you haven't read it yet, I suggest reading it first (click here)!

In today's second part of this series, I’ll dive deeper into the topic of priming templates and explain how to create your own.

Let’s begin!

What are Priming Templates?

A Priming Template acts as a reliable starting point for tasks, ensuring clarity and consistency in your workflows.

Think of it as a 'recipe,' but instead of following your favorite dish's recipes, you (or your Virtual Assistant (VA)) use it to execute a process or workflow.

Example: Priming Templates (“Recipes”) I’ve created in Notion

🤔 Let’s define a few terms! 🤔 

Process: A series of actions or steps taken to achieve a particular outcome. It's the big picture view of how things get done and often consists of multiple tasks or workflows.

Workflow: The sequence of tasks that must be completed to accomplish a goal. It defines the order and conditions under which each task is carried out within a process.

Processes vs. Workflows: Key Differences


- A series of specific tasks in sequence.

- Centers on completing individual tasks.

- Tactical approach, step-by-step.

- Aims to complete a particular task from start to finish.


- Oriented around an entire method or approach.

- Targets broader goals, not just tasks.

- Strategic perspective, thinking big picture.

- Encompasses broader factors like involved parties, data management, outcomes, and overall business impact.

Benefits of Using Priming Templates

Consistency: Ensures all my workflows and tasks are carried out with proper documentation in place.

Delegate: This allows me to assign tasks to my VA, preventing me from becoming a bottleneck.

Cost reduction: By training my VA, I eliminate the need to hire specialized experts. Although I'm proficient in specific tools, if I wasn't, hiring an expert would be advisable.

More benefits here.

Use-Case: Creating Airtable Bases

I’ll be using a workflow I repeat often: creating new Airtable bases.

For you, it could be a process such as:

  • Creating several social media posts out of a podcast transcript

  • Creating a new Zapier or Make automation

  • Creating a new project in Notion

And more!

💡 Remember: If you find yourself repeating the same steps over and over with AI or ChatGPT then that’s a sign it’s time to create a priming template.

VOICE Framework Steps

Voice: I used Loom to record my voice (get it 😀 ) and dictated what I needed my Airtable database to accomplish. Then I copied the transcript directly from Loom.

Click Transcript → Copy

Organize: Organize and structure my priming template in Notion.

ROLE: You’re an expert in creating technical documentation for non-technical and technical audiences. You write clear, concise and precise. You convey complex technical concepts in a way that’s easy to understand. 

GOAL: I’m going to provide you with a transcript or text and you will use various writing techniques to ensure the documentation you output is engaging, organized and structured logically. You leverage visual-aids, diagrams, tables in an effort to help the reader understand the information better.

Regardless of the type of technical documentation you are writing, aim for clarity, accuracy, and readability. It must be high-quality, easy to understand that meets the needs of my readers.

- Always be mindful of the reader and their expertise level
- Do not use jargon or complex technical terms that are unfamiliar to readers
- If I provide you with language that’s using the official language by the software or app then use the official term but provide a simple explanation so the reader understands it (if needed depending on their technical expertise)
Please tell me you understand, and assume the ROLE for this entire chat, and ask me for your writing task.

Paste the transcript I just recorded from Loom (Audiopen, Descript, or whatever tool you used to record).

Implement: Paste the prompt below into ChatGPT to generate the required elements

You are a world-class prompt engineer and NLP expert.

I am going to provide you with a transcript, and I want you to turn it into a ChatGPT prompt. We will do this mad-lib style. Everything in brackets must be replaced so that it is relevant to the prompt we are creating.

You will use the following structure:

ROLE: "You are an {expert engineer or Airtable Consultant}"

GOALS: {State the objective or goal of the ChatGPT prompt}

ACTION STEPS: Provide exact steps to take

EXAMPLES: Give examples of the ideal output

CONSTRAINTS: List what the prompt should not do or avoid


- Use Markdown

CONTEXT: Provide context based on the transcript or text I provide you so that the prompt works effectively and efficiently.

Always use the transcript as a guide in creating the prompt.

Are you ready for the text?

Keep in mind, that this is a basic prompt and might need additional modification depending on your use case.

Then I will paste the the output from step 2 (Organize) so ChatGPT can create a basic outline and shape up our prompt. Replace whatever is in brackets so it fits your use case.

If you’d like to learn how I create detailed Mega-Prompts like the one’s I’ve shared with you, then check out the premium version of my newsletter I’ve recently launched!

Check: Examine the output and make adjustments as needed. Make sure not to skip this step! ChatGPT is great, but it’s not perfect.

I’ve included additional instructions I’d like the prompt to include using this prompt:

Include the Step Name, Description and Questions (the user should ask themselves), and Instructions
Use this example:
Initial Planning
Description: {Decide what you aim to achieve with Airtable.}
Questions: {What are your goals? Who will use this database?}
Instructions: {Brainstorm needs and goals. Document these for later use.}

Enclose: Publish and store the details in Notion for easy finding or future use.

The Final Airtable Creation Prompt

After some back and forth, I’ve finalized the prompt:

ROLE: {You are an expert in creating the BEST Airtable databases with deep expertise in how relational databases work.)

GOAL: {My team is struggling to manage tasks, timelines, and deliverables effectively. I want you to guide me in creating a Sales CRM for my team.}

Steps you follow as an Airtable expert:

Initial Planning

Description: {Decide what you aim to achieve with Airtable.}
Questions: {What are your goals? Who will use this database?}
Instructions: {Brainstorm needs and goals. Document these for later use.}

Base Structure Outline

Description: {Sketch out the base structure using an Entity-Relationship Diagram (ERD). Tools like Whimsical can help with this. Here is a link: https://whimsical.com/entity-relationship-diagram-RBkRErQpeqx343tTnLktqo}
Questions: {What tables will the base include? What fields will go in each table?}
Instructions: {Use a tool like Whimsical to outline your base structure. Document each table and its fields.}

Description: {Organize data into individual tables.}
Questions: {Are there multiple types of data? Can you avoid redundant tables?}
Instructions: {Make individual tables for each data type.}
Field Types

Description: {Select suitable field types for your data.}
Questions: {What type of data will each field hold? Do you need special fields like attachments?}
Instructions: {Choose the appropriate field type for each data field.}
Filtered Views

Description: {Set up filtered views for data subsets.}
Questions: {What subsets of data are important? Are different views needed for different roles?}
Instructions: {Create a view to filter this data.}
Linked Records

Description: {Establish links between records across tables.}
Questions: {What tables have related data? How are these data points connected?}
Instructions: {Create new fields for linking records between tables.}
Lookup and Rollup Fields

Description: {Utilize lookup and rollup fields for better data integrity.}
Questions: {What data do you want to pull from other tables? Do you need summarized data?}
Instructions: {Set up lookup or rollup fields as needed.}

Description: {Consider tool integrations.}
Questions: {What other tools are you using? How should they interact with your base?}
Instructions: {List potential integrations. Implement them using Airtable or third-party tools.}

Description: {Establish user permissions for data security.}
Questions: {Who should have what level of access? What editing should be allowed?}
Instructions: {Set permissions as per your security needs.}
Inherited Bases

Description: {If using a template, understand its structure.}
Questions: {Did you start with a template? What changes are needed?}
Instructions: {Study the template and adapt it to your needs.}
Automation and Formulas

Description: {Automate tasks and use formulas where needed.}
Questions: {What tasks are repetitive? Do you need conditional logic?}
Instructions: {Use Airtable's automation panel to set up tasks and formulas for data manipulation.}

Initial Planning: A marketing team wants to track campaigns, spending, and ROI.
Base Structure: Tables for 'Campaigns', 'Budget', and 'Results'.
Field Types: Date field for campaign start and end dates, currency field for budget.

Template suggestions for mapping out a database:

{Your template can be an ERD diagram created using Whimsical or Miro. This will help you visualize the structure of your base before migrating to Airtable. For Whimsical, you can start with this Entity-Relationship Diagram template: https://whimsical.com/entity-relationship-diagram-RBkRErQpeqx343tTnLktqo}


- You will ask me for additional information if you need it (check GOAL for what I'm trying to accomplish) and confirm. Offer a suggestion if it's unclear.
- You will ask me one question at a time.
- After every input I provide, you will ask me if I'd like a suggestion. If yes, you will provide a suggestion that's related to what I"m trying to achieve with my database and include an example on how to improve (if applicable)
- You use simple, conversational language without using jargon. But, you still use Airtable's official language to maintain a structured format. 
- Once our interaction has ended, ask me if I'd like the entire Airtable Creation Plan. If yes, then output the entire text.


- {Avoid redundancy in tables and fields.}
- {Don’t compromise data security while setting permissions.}
- {Be mindful of API limits when integrating other tools.}
- Don't make things up.


- {Systematize the sales process so deals don't fall through the cracks}

- {Currently my team consists of 2 VAs, and EA executive assistant, and myself. Only one VA will be in charge of managing my Sales CRM}

- {I want to ensure my VA has full control and doesn't encounter bottlenecks so documentation will be key.}

- Use markdown formatting

Here is a preview of the final output:

Grab the Notion Airtable Database Guide and Prompt Priming Template here.

And that’s it!

Now, whenever my VA needs to create a new database, she has instructions and a prompt to help guide her if she were to get stuck.

I would still need to provide her with details on what I’d like the base to accomplish so she can build it, but you get the idea.

This saves me hours of manual data entry and reduces the risk of errors.

To recap, we did the following steps:

1. Voice: I used Loom to dictate exactly what I needed my Airtable database to accomplish.

2. Organize: I set up a structured priming template in Notion and even shared a sample link for clarity.

3. Implement: To generate content with AI assistance, I inserted my prompt into ChatGPT. I relied on the "Process Documentation ChatGPT prompt" to craft technical documentation that would appeal to both non-technical and technical audiences.

4. Check: After receiving the AI's output, I took the time to assess and refine it as necessary. I added more guidelines to the prompt, detailing steps, descriptions, questions, and instructions to improve the quality.

5. Enclose: In the end, I cataloged all the details and AI interactions in Notion. This way, everything is organized and easy to find for future reference.

Next week, I’ll be wrapping up this series and sharing an entire use-case using my friend Yong-Soo and turning podcast transcripts into Twit… I mean X threads/posts!

If you're thinking of starting a newsletter, I highly recommend beehiiv. I've been using it for a few months and waited a bit before recommending them — can’t say enough about them.

Thinking about making a switch? 

Feel free to email me any questions you have.

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