AI in Everyday Practice: The Prompts We Actually Use in Our Digital Agency

Our company, ATWEL International, is a digital agency specializing in maintaining existing digital solutions and developing new ones—from simple websites to complex web applications and enterprise software.

As an IT company, we started experimenting with language AI models early on and have been integrating them into our workflows. Our actively used systems include Anthropic Claude, OpenAI ChatGPT, and Google Gemini.

Initially, we used AI primarily for programming—code generation, debugging, and optimization. However, we gradually discovered the potential of these tools across all areas of our operations.

As CEO, I’ve created specifically configured AI assistants for each unique activity, with each fulfilling a particular role. Currently, we utilize AI assistants in roles such as:

• Executive Assistant (helps with administration, scheduling, and communications)
• Sales and Marketing Assistant (supports content creation and marketing materials)
• Linux Administrator (assists with server management and technical troubleshooting)
• And other specialized roles

We’ve noticed that many business professionals are still searching for concrete ways to effectively implement these AI tools into their processes. That’s why we’ve decided to share real examples of AI prompts that we use daily in our company—prompts that actually save us time and improve the quality of our work.

In this series of articles, we’ll give you a behind-the-scenes look at our AI usage—no marketing fluff, just practical applicability.

Let’s dive into our first set of examples:

Operations Management

1. Creating email templates for client communication
2. Technical maintenance communications
3. Diplomatic payment discussions

Business Management: Strategic and Organizational Challenges

Analyzing 5-15 Report implementation

Operations Management

1. Creating Email Templates for Client Communication

AI helps us create professional and consistent templates for recurring communications, saving time and ensuring a unified company voice.

Prompt:

I need help preparing an email template that I can use for recurring situations. This is for when a client has web hosting with us and the renewal date is approaching, so they need to pay an invoice. There are two scenarios: For one group of clients, I send the invoice/tax document directly. For other clients, I send a proforma invoice, and we send the tax document after receiving payment. Could you suggest appropriate text for this?

2. Technical Maintenance Communications

We use AI to craft clear and informative messages regarding planned infrastructure maintenance, minimizing misunderstandings and building client trust.

Prompt:

I need to perform an update on a server running Linux Ubuntu. I need to notify the client and request approval for the timing. Could you help me draft a message?

Something like:

Hello, We would like to perform regular software updates on your dedicated server that we manage. I'd like to propose conducting the updates between Friday, July 4th and Sunday, July 6th. I expect the websites running on it might be unavailable for approximately 30-60 minutes. Please let me know if you agree with this schedule. Best regards

AI Response:

Your draft is a good foundation. Here's a slightly refined version that's professional and includes all important information:

Hello,

To ensure the security and optimal performance of your dedicated server, we would like to perform regular Linux Ubuntu system updates.

We propose conducting these updates between Friday, July 4th and Sunday, July 6th, 2024. During the update process, there may be a brief service interruption affecting website availability for approximately 30-60 minutes.

Please confirm if this timeframe works for you, or we can arrange an alternative schedule that better suits your needs.

Thank you for your cooperation.

Best regards,
[Your Name]

3. Diplomatic Payment Discussions

AI helps us craft delicate messages that handle potentially tense situations (like overdue payments) tactfully and professionally, maintaining positive client relationships.

Prompt:

I sent a client a reminder that they hadn't responded or paid an invoice. After another email, they responded and the payment has now arrived. This is an important client. Could you suggest a very polite response to their last email?

AI Response:

I'll compose a polite response that confirms receipt of payment and maintains a positive business relationship.

Hello Mr. X,

Thank you for your explanation and for processing the payment. I can confirm that we've received the funds in our account.

No worries at all about the delay—these things happen from time to time. We appreciate your prompt resolution of this matter.

Wishing you a great day,
[Your Name]

Business Management: Strategic and Organizational Challenges

Analyzing 5-15 Report Implementation

AI serves as an impartial consultant, helping evaluate the potential impact of new management tools and suggesting optimal implementation strategies.

Prompt:

I found an interesting concept online called the 5-15 Report. I'd like to discuss it with two team members: my operations manager and the colleague who leads the dev team. I'm thinking: a) these two would create reports for me, b) developers would create reports for the dev lead, c) the rest of the team would report to the operations manager, who might also review reports from the dev team.

We currently use Zulip where dev team members post weekly reports about what they worked on, so I see the 5-15 report as just a slight expansion, right? Maybe we could implement it as a web form that everyone fills out, and the content would automatically go to the relevant person as a task for review.

What do you think about this idea? What advantages and disadvantages would it bring? Should we implement it company-wide or gradually, starting with just these two people and then expanding to other team members?

AI Response:

5-15 Report Implementation Analysis

This format is indeed an expansion of your current Zulip reporting where developers share their weekly work. The 5-15 Report is a more comprehensive tool that:

Takes about 15 minutes to write, 5 minutes to read
Typically includes: accomplishments, challenges/obstacles, goals, team morale, and ideas

Advantages
Provides more structured overview than just task lists
Catches problems before they escalate
Encourages reflection and strategic thinking
Creates developmental documentation over time
Strengthens communication between different team levels
Stimulates creativity and improvement suggestions

Disadvantages
May be perceived as additional administrative burden
Risk of information duplication with other tools
Without proper implementation, can become a formal obligation without added value
Requires real time and effort (often more than the advertised 15 minutes)
Some team members might be uncomfortable openly sharing problems

Implementation Strategy

Gradual rollout is definitely the sensible approach. I recommend:
Start with just the manager and dev lead as a pilot phase
After 1-2 months, evaluate benefits and adjust format
Only then expand to other team levels

The web form is an excellent idea—it simplifies the process and ensures consistency. Integration with your projects could bring efficiency without duplicate work.

What do you think about starting with a simpler version and gradually expanding the report content as needed?

This example perfectly illustrates how AI can provide structured analysis of a new management tool and help with implementation decisions. The key value for me is having the pros and cons laid out clearly, allowing me to think through the decision thoroughly.

AI not only answers the questions asked but also offers strategic recommendations for gradual implementation—exactly the type of valuable input a CEO can use for strategic decision-making.

Conclusion

Implementing AI assistants into our daily workflows has proven to be a valuable step for our agency. What started as an experiment with code generation has evolved into a broader ecosystem of specialized AI assistants supporting virtually every area of our business.

The greatest benefit comes in areas where I previously wasn’t sure how to begin effectively—whether it was delicate client communication, structuring management processes, or solving technical challenges. AI has become not just a tool for streamlining routine tasks, but a reliable partner for brainstorming and analyzing more complex problems.

However, it’s important to emphasize that AI tools don’t replace human creativity and decision-making. Instead, they allow us to focus our energy and expertise on areas where we create the most value. In the hands of an experienced professional, a good AI prompt is like the right search query—the key to unlocking these tools’ potential.

Now I’d love to hear about your experiences:

• Are you already using AI in your work routine? If so, what tasks have proven most effective?
• Which of the prompt examples intrigued or surprised you the most?
• Do you have questions about implementing similar solutions in your organization?
• Are there specific areas of your work where you’d like to see AI usage examples in our future articles?

Reach out through our website or connect with me on LinkedIn. Your feedback will help us focus future articles in this series to deliver maximum practical value.