Guide
Write instructions once, move them between assistants
For this guide and its prompts we recommend:
Offers checked 21 Oct 2026
You can now move one instruction file between assistants.
Five saved instruction files for repeat tasks that work in any assistant and move with you when you switch.
What you need
- Five tasks you ask an AI assistant to do again and again
- Any AI chat assistant and a shared document
- A spreadsheet for testing
- A cloud storage folder for the library
- Gamma for the team index
Recommended AI tools
GammaA laid-out deck or page from an outlineFree plan
Steps
Pick five repeat tasks
Choose tasks you already ask for often, such as a quote reply, a weekly update, a product description, meeting notes into tasks and a social post. One file per task.
Write each file in plain text
Each file has the same parts: what the task is for, what you will paste in, the rules, the format of the answer and one good example. Plain text in your own document, so no single assistant owns it.
ExampleTask: quote reply. I paste: customer question, my notes, price list. Rules: at most 120 words, friendly, only prices from the list. Format: greeting, answer, next step, my name. Good example: [paste one].
Move it to a new assistant
When you switch, paste the file into the new assistant's custom or project instructions. If you export your old chat history, check what the export includes under that tool's own rules, and keep only what you need.
Test each file with real inputs
Run each file with three real inputs and score the answers against the rules in a spreadsheet. Fix the file, not the answer, and test again; stop after two rounds and ask a person if it still fails.
WeakLooks fine.
BetterTest 2 of 3, quote reply: under 120 words yes, only listed prices no (added a delivery fee), next step yes. Fix: add rule 'never add fees that are not on the list'.
Share the library with the team
Put the files in one shared folder with an index page that says what each file is for and who looks after it. Date every change so people know which version is current.
The full instruction
Copy it into any AI chat assistant and change only the first line.
Change only this line: TASK = [reply to a quote request] You help me turn my TASK into a reusable instruction file that works in any AI assistant. First ask me, one question at a time: what I paste in each time, and my rules (tone, length, what must never be added). Then ask me for one good past answer. Write the file in plain text with five parts: purpose, inputs, rules, answer format, one good example. Keep it under 250 words and use no features that only one assistant has. Then list three test inputs I should run it on and what a passing answer must contain. Ask me one more question if my rules leave a gap. After my answers, start with the purpose.
What you end up with
Five plain-text instruction files you own, tested on real inputs, that move with you to any assistant and that your team can find and reuse.
Common mistakes
- Keeping your best instructions only inside one assistant's settings.
- Fixing a bad answer by hand instead of fixing the file.
- Exporting a whole chat history without checking what it contains.
Processes that need more than one tool
Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.
Write five skills
Tools, in order: any AI chat assistant → a shared document
- Ask the chat assistant to turn each repeat task into a plain-text instruction file with purpose, inputs, rules, format and one good example.
- Save each file as its own shared document with the date in the name.
The prompt for this process
Turn this repeat task into a plain-text instruction file I can use in any AI assistant. Task: [describe] What I paste each time: [list] Rules: [tone, length, things never to add] A good past answer: [paste] Write five parts: purpose, inputs, rules, answer format, example. At most 250 words, no features tied to one assistant. Then list one thing in my rules that is unclear and ask me about it. Start with the purpose.
Move to a new assistant
Tools, in order: your current AI assistant → the new AI assistant
- Export what you need from your current assistant, after checking what its export includes under that tool's own rules.
- Paste each instruction file into the new assistant's custom or project instructions and run one test per file.
The prompt for this process
I am moving my instruction files to a new AI assistant. My files: [paste one file] What the new assistant offers: [e.g. custom instructions, projects, file uploads] Tell me where this file fits best in the new assistant, what to change so it works there, and what I should test first. Then list what I should check before exporting my old chat history: what is included, what may hold personal data and what I can leave behind. Start with where it fits.
Test each skill
Tools, in order: a spreadsheet → any AI chat assistant
- Run each file in the chat assistant with three real inputs and score each answer against its rules in a spreadsheet.
- Fix the file where an answer fails and test again, at most two rounds, then ask a colleague.
The prompt for this process
You are a tester, not a writer. Here is my instruction file: [paste]. Here is the answer it produced for this input: [paste input and answer]. Check the answer against each rule in the file and mark each rule PASS or FAIL with one line of reason. If anything fails, suggest one change to the file itself, not to the answer. Do not rewrite the answer. Start with rule 1.
Share with the team
Tools, in order: a cloud storage folder → Gamma
- Put all instruction files in one shared cloud storage folder with dated names.
- Make a one-page index in Gamma: each file, what it is for, who looks after it and the link.
The prompt for this process
Write a one-page index for my team's AI instruction library, to build in Gamma. Files: [list file names and what each is for] Who looks after each: [names or roles] Write: a two-line intro on how to use the files, a table with file, use it when, owner, last updated, and three short rules for changing a file (date it, test it, tell the owner). Plain words only. Start with the intro.
For this result we recommend these tools
This guide describes a result. These tools are one way to get there faster. Whether one pays for itself depends on your work, and we promise no result.
From Ema’s story: Ema designs invitations that spell correctly
ToolGamma
AI tool for creating presentations, documents and simple websites from prompts.
From $9 per seat per month, $108 per seat billed annually (Plus) (source, checked 2026-10-07)
Gamma is an AI tool that builds slide decks, one-page documents and simple web pages from an outline. In this guide it is used in “Share with the team”. People use it for proposals, lesson slides and reports, and it stands out because the result is shared as a link that reads well on a phone.
Free plan (source, checked 21 Oct 2026)
We recommend a specialised tool for each process rather than one tool that does everything. Tools that try to do everything rarely do any one job really well, because no single function gets perfected. It is the same in life, in business and in relationships: spread your attention over ten places and nothing gets done properly.
Forward, without brakes
Now that the Kailiniai Heroes exist, you can have your own. Create one hero or several, and use them for goals that used to need a whole team or a big budget.
