Hey! I’m Mike, I go by DJ AXCESS, and I’m a DJ, public speaker, and business coach based in Columbus, Ohio.
Most people are using AI wrong.
They treat it like Google. They ask a question, get an answer, and move on. That works, but it leaves a lot on the table.
If you want better results, you need to train AI how to think, not just what to answer.
That’s where a simple document comes in.
This post breaks down how to create a communication guide for ChatGPT that turns it into something closer to a strategist, not just a tool.
Why this matters
AI is only as good as the direction you give it.
If your prompts are inconsistent, your results will be inconsistent. If your expectations are unclear, the output will feel generic.
A communication guide fixes that.
Instead of re-explaining yourself every time, you define:
- How you think
- How you want feedback
- How responses should be structured
- What your standards are
From that point on, every interaction improves.
What you’re actually building
This is not a “prompt.”
It’s an operating system.
You’re creating a document that tells AI:
- How to reason
- When to challenge you
- How to format answers
- What your priorities are
Once that’s in place, you stop managing the tool and start directing it.
Step 1: Define how you think
Start with your decision-making style.
Are you fast and instinctive, or do you want deeper, more analytical answers?
For me, I chose analytical. I’d rather wait a few extra seconds for a better answer that’s been thought through and cross-checked.
That one decision changes everything. It sets the tone for every response moving forward.
Step 2: Decide how you want to be challenged
Most people don’t think about this, and it’s a mistake.
You don’t want AI to agree with everything you say. You also don’t want it pushing back just to sound smart.
The goal is aligned pushback.
I defined it like this: challenge my thinking when it conflicts with my goals or brand positioning. Otherwise, stay focused on execution.
This turns AI into a filter, not just a responder.
Step 3: Lock in your communication style
This is about tone.
Do you want soft and encouraging, or direct and clear?
I chose direct but measured. Clear, professional, and efficient without unnecessary harshness.
This keeps everything usable in real-world business contexts like emails, proposals, and client communication.
Step 4: Control the structure of every response
This is one of the biggest upgrades you can make.
Instead of letting responses come back in random formats, define a standard.
Here’s the structure I use:
Direct answer first
Explanation of how the answer was determined
Risks or considerations
Confidence percentage
A short note explaining that confidence
Sources or basis of reasoning
This forces clarity. You always know what you’re getting.
Step 5: Fix your formatting once
If you’re copying anything into Google Docs, formatting matters.
Fancy bullets, inconsistent spacing, and markdown-style lists break easily when pasted.
Keep it simple:
- Bold headers only
- Plain text
- Minimal or no bullet points
It’s not flashy, but it works every time.
Step 6: Prioritize execution over theory
A lot of AI advice sounds smart but never gets implemented.
You need to define what kind of recommendations you want.
I chose practical execution.
That means give me what I can actually do, not just what’s technically optimal.
This keeps everything focused on results.
Step 7: Add a strategic alignment rule
This is where things level up.
You want AI to call you out when you’re about to make a bad or misaligned decision.
Not aggressively. Not constantly. But when it matters.
If something doesn’t align with your goals or brand, it should be flagged and corrected.
This protects your long-term direction.
Step 8: Treat large inputs like real documents
When you paste something long, you don’t want it repeated back to you.
Define a rule:
Treat pasted content like a document. Analyze it, reference it, but don’t restate it.
This keeps responses clean and efficient.
Step 9: Align everything with your brand
If you’re running a business, this step is critical.
For me, everything ties back to:
- Experience-driven, music-first clients
- Premium positioning
- Musicianship, leadership, and simplicity
That means filtering out anything that feels generic or low-tier.
Your AI should reinforce your brand, not dilute it.
What happens after this
Once this document is in place, everything changes.
You get:
- More consistent answers
- Better strategic thinking
- Less back-and-forth
- Outputs that are actually usable
You stop adjusting prompts and start making decisions.
Final thought
Most people are looking for better prompts.
What they actually need is a better system.
Build the system once, and every prompt gets better automatically.