Hi ,

A question we’ve been hearing a lot lately:

Why does AI always sound like HR wrote it?

You know the sort of thing.

“I hope this message finds you well.”

“Let’s leverage our collective strengths to achieve mutually beneficial outcomes.”

“I’m excited to embark on this journey together.”

Nobody talks like that.

At least, not willingly.

The reality is that Microsoft Copilot, ChatGPT and Claude are all pretty capable tools. The problem is that, out of the box, they don’t know anything about you.

They don’t know:

• How you communicate
• How much detail you want
• How you make decisions
• What jargon makes you cringe
• That you’d rather be hit by a bus than write “circle back” in an email

So they fall back to generic AI language that sounds a bit like it was drafted by a committee and approved by three more.

The good news is there’s a fix.

All three platforms now allow you to personalise how they respond using:

• Microsoft Copilot Custom Instructions
• ChatGPT Custom Instructions
• Claude Instructions

Once configured, your AI starts adapting to your style, preferences and way of working.

The challenge is that most people have no idea what to put into those settings.

So rather than staring at a blank box trying to explain your personality to a robot, we’ve created a practical guide and a proven prompt that gets the AI to interview you and build the profile for you.

The whole thing takes about 10 minutes.

And it works with:

• Microsoft Copilot
• ChatGPT
• Claude

The result?

Less editing.
Less rewriting.
Fewer emails that sound like they were generated during a mandatory leadership workshop.

Our guide includes:

• A copy-and-paste AI personalisation prompt
• Setup instructions for Copilot
• Setup instructions for ChatGPT
• Setup instructions for Claude
• Examples of good and bad instructions
• Practical tips for getting better AI responses every day

One final tip.

If you find yourself changing the same thing in every AI response, don’t keep fixing the output.

Fix the instructions.

It’s a bit like buying a GPS and then ignoring every direction it gives you.

If you’d like help getting more value from Microsoft 365, AI, automation or cybersecurity across your business, feel free to get in touch with the team at Ginko IT.

The Ginko IT Team