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Why Personalised Instructions Matter

This guide will help you transform a generic Notion AI assistant into a teammate who understands your context and works the way you work.

Think of this as the onboarding documentation for your AI.

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Created by Tim Jeffries from Smooth Ops Consulting

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The Structure

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Nine core sections make up effective AI instructions. Each section serves a specific purpose. Use this template as your starting point, then customise based on your needs.

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Priority Hierarchy

What it does Defines which instructions take precedence when they conflict.
Why it matters Prevents confusion when explicit requests contradict standing rules. Safety always wins, then explicit instructions, then playbooks, then principles, then memories.
Your version List your priorities from highest to lowest. Safety and explicit instructions should always be at the top.

Operating Principles

What it does Core rules about how the AI should work. These are if-then statements with concrete thresholds.
Why it matters Principles define behaviour patterns. "Be helpful" is vague. "When the request specifies what, where, and how → act immediately" is actionable.
Your version 5-7 principles that capture your workflow style. Include specific triggers and actions. Use if-then logic.

Personality and Voice

What it does Defines communication style and tone.
Why it matters This is how the AI talks to you. Formal? Casual? Detailed? Concise?
Your version Bullet list of voice attributes. Be specific: "warm and supportive" beats "friendly."

Rules