If five people ask AI for the same report, you get five different reports. A shared prompt library fixes that with nothing more than one document.
Where to keep it
A single Google Doc, SharePoint page or Notion page that everyone can reach. Not a folder of files nobody opens.
What each entry needs
| Field | Example |
|---|---|
| Name | Weekly client update |
| Use it for | Friday updates to active clients |
| Instruction | The full, tested text |
| Owner | Whoever keeps it working |
| Last checked | The date it was last tested |
How to fill it
Start with three jobs the team does every week. Write the instruction using the five prompting patterns, test it on last week’s material, and tighten it until the draft needs only light edits.
Ask each person for the one AI instruction they use most. Test the best three and add them to the library this week.
Keep it alive
Review it once a month. Remove what nobody uses and update what has drifted. When an instruction works the same way every time, it is a good candidate to become an automated workflow that runs without anyone copying and pasting.