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Guide

Ten AI basics to check before using AI at work

Ema, a Kailiniai hero

For this guide and its prompts we recommend:

  • Gamma turns the ten points and the data list into a one-page sheet the team keeps open. Free plan (source)

Offers checked 21 Oct 2026

You can now give your team one AI checklist.

A ten-point one-page checklist your team uses before using AI for work tasks.

Adam, a Kailiniai hero

What you need

Sandra, a Kailiniai hero
  • Three or four real tasks your team already uses AI for, or wants to
  • Any AI chat assistant and a shared document
  • A search assistant that shows its sources
  • A spreadsheet for the data list
  • Gamma for the one-pager
  • GammaA laid-out deck or page from an outlineFree plan

Steps

  1. Draft ten points from your own tasks

    Start from the real tasks your team does, not a general list. Each point is one short line someone can tick before they start: the goal, the context, the format, the check. For how to structure the request itself, see /guides/tell-ai-how-to-think/.

    Weak

    Be careful when using AI.

    Better

    4. Before you paste, remove names, emails, phone numbers and order numbers.

  2. Add a rule for checking sources

    AI answers can sound right and be wrong. Add one point that says how to check: ask for sources, open them, and confirm the fact on the original page before it goes into anything you send.

  3. Mark the data you never paste

    List the kinds of data that stay out of any chat: customer personal data, passwords and keys, health details, staff records, anything under a confidentiality agreement. Test the list by pasting a redacted sample and seeing what still slips through.

    Example

    Never paste: passwords and keys, card numbers, customer addresses, staff health notes, client files under an agreement. Redact first: names, emails, order numbers.

  4. Say who decides

    AI drafts; a named person checks and decides. Add one line on what the AI must not decide alone, such as prices, refunds, hiring and anything legal or medical, which goes to a person or a professional.

  5. Save it as a one-pager the team can find

    Turn the ten points into one page, put it where the team works and look at it again after a month. Change a point when it does not match what people really do.

The full instruction

Copy it into any AI chat assistant and change only the first line.

Change only this line: BUSINESS = [a bakery with two shops and online orders]

You help me write a ten-point checklist my team reads before using AI for a work task at my BUSINESS.

First ask me, one question at a time: which three or four real tasks the team uses AI for, what data the team handles (for example customer emails, orders, staff rotas), and who checks AI work.

Write ten points, each one line that a person can tick before they start. Cover: the goal and context to give, the format to ask for, checking sources, data that never goes in, redacting before pasting, who checks, what AI must not decide alone, labelling AI images or voices, saving good prompts, and when to ask a person instead.

Ask me one more question if a task is unclear. No legal advice: where a point depends on law, add [CHECK WITH A PROFESSIONAL?].

After my answers, start with point 1.

What you end up with

A one-page, ten-point checklist built from your team's own tasks, with a clear data list and a named person who decides, saved where everyone can find it.

Common mistakes

  • Copying a general AI checklist that does not match your tasks.
  • Writing rules nobody can tick, such as 'use AI responsibly'.
  • Leaving out who checks and decides.

Processes that need more than one tool

Thomas, a Kailiniai hero

Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.

  1. One-page prompt checklist

    Tools, in order: any AI chat assistant → a shared document

    1. Give the chat assistant your team's real tasks and ask for ten one-line checks.
    2. Paste the ten points into a shared document and ask two colleagues to try them on a real task.

    The prompt for this process

    My team uses AI for these tasks: [list three or four real tasks].

Write ten one-line checks a person ticks before using AI for a task. Each check must be specific enough that someone can say yes or no. Cover goal, context, format, sources, data to remove, who checks, and what AI must not decide alone. After writing, remove any point that is too vague to tick and replace it.

Start with point 1.

  2. Check sources on answers

    Tools, in order: a search assistant → any AI chat assistant

    1. Ask a search assistant the same question your team asked the chat assistant, with sources shown.
    2. Open every source, find the exact sentence and compare it with the chat answer before anyone uses it.

    The prompt for this process

    Here is an answer an AI assistant gave my team: [paste answer].
The question was: [paste question].

For each claim in the answer, tell me what kind of source should confirm it and which official or original page would be best to check. Then list the claims that need a source most, because a mistake there would cost money or trust. Do not confirm anything yourself without a source I can open.

Start with the list of claims.

  3. Mark data you never paste

    Tools, in order: a spreadsheet → any AI chat assistant

    1. List the kinds of data your team handles in a spreadsheet and mark each as never paste, redact first or fine.
    2. Paste a redacted sample into the chat assistant and ask what personal or confidential data is still visible.

    The prompt for this process

    I am testing my team's rule for what data may go into an AI chat. Here is a sample I redacted: [paste redacted text].

My rule says these must be removed: [list, e.g. names, emails, phone numbers, order numbers, addresses].

List anything still in the sample that could identify a person or reveal confidential business data, with where it appears. Then suggest up to three extra lines for my rule. Do not repeat the personal data back in full; show only the first two letters.

Start with what is still visible.

  4. Save it as a team one-pager

    Tools, in order: Gamma → a cloud storage folder

    1. Turn the ten points and the data list into a one-page document in Gamma.
    2. Save it in the team's cloud storage folder and pin the link where people start their work.

    The prompt for this process

    Turn my team's AI checklist into a one-page document I can build in Gamma.

Ten points: [paste]
Data we never paste: [paste]
Who checks AI work: [name or role]

Lay out one page: a short title, the ten points as tick boxes, a box for the data list, a line for who decides, and a date for the next review. Keep the wording exactly as given; shorten only where a line runs past one row.

Start with the layout.

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