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When we write a prompt to produce a summary, we define a bounded linguistic task. But
the real work begins before the summarizing and ends after it: where did the material come
from? Is it the approved version? What must be excluded? Who will read the summary?

What is the criterion of completeness? Who checks the figures? And where is the final
version stored? A prompt alone does not answer these questions, because they concern the

design of the process around it.

Any professional use of AI can be seen as a part inside a larger system. The input may be an
email, minutes, a file, a table, or a service request. The processing may include cleaning data,
extracting elements, generating, and comparing. Then a decision point determines whether
the work moves on, returns, or escalates. After that comes the output, such as a draft, a

table, or a deck, and then a record that preserves what was done and what changed.

The common mistake is to begin with the question: which tool can automate this task? The
smarter question is: how is the task carried out today, where is the time lost, where does

the error occur, which step needs linguistic understanding, and which step must stay fixed?
You may discover that the problem is not the writing but the late arrival of inputs,
inconsistent file names, or the absence of a criterion for approval.

Good design begins by describing the required result in a form that can be verified. Instead

of “I want a good report”, write: “a two-page report that presents three indicators for the
stated period, links each figure to its source, separates facts from recommendations, and
identifies the decisions required.” The clearer the end criterion, the easier it becomes to

design the steps backwards from it.
TABLE 5-1: THE DIFFERENCE BETWEEN A PROMPT AND A WORKFLOW

Element A prompt A workflow

Defines a single request to the Defines the path from the
Scope
model. beginning to delivery.

Instructions, context, and Several inputs, steps, tools, and
Components
perhaps examples. people.

Handling Focuses mostly on the case at Handles exceptions and decision
variation hand. points.

Judged by the quality of the Measured by time, quality, and
Measurement
immediate response. rework.

May remain the personal Can be handed to a team and
Durability
knowledge of one person. developed.

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