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I’d like to share a simple framework to help improve how we use AI tools like ChatGPT to summarize and analyze survey data. This approach draws from Claude Shannon’s communication model and helps us move from vague prompting to clear, outcome-oriented requests that align with our research standards. A communication model for prompting: Claude Shannon’s lensShannon’s model breaks communication into six key elements:
- Sender → You (the one writing the prompt)
- Message → The actual prompt
- Channel → ChatGPT or other AI tool
- Receiver → The AI interpreting your input
- Noise → Ambiguity, vagueness, or missing context
- Feedback → The output you receive
The goal is to reduce noise and increase clarity. A strong prompt anticipates what the AI needs to know—about audience, purpose, tone, and structure—to return relevant and professional responses. Side-by-side comparison: Generic vs. detailed prompts
Generic prompt:
Summarize this DEIB survey data.
Output:
The survey data shows that many organizations are working on DEIB initiatives. Some are more mature than others. A portion of organizations have seen improvements, but there is still room for growth.
This is vague, lacks numbers, and doesn’t provide meaningful insights or structure.
Detailed prompt:Write a short summary for HR professionals based on DEIB survey data. For each major question:
– Begin with a bolded Finding
– Follow with a clear paragraph using data points
– Use active voice and plain, professional language
– Include actionable takeaways for HR leaders
– Focus on outcomes, patterns, and gaps rather than generic observations
Output:
Finding: Strategic maturity in DEIB is growing after years of stagnation
In 2025, 34% of organizations report being in the advanced or expert stage of DEIB development—the highest in the past six years. This marks a sharp increase from just 15% in 2023, reflecting a renewed focus on embedding DEIB into strategic priorities. The alignment of maturity with improved effectiveness suggests real momentum. HR professionals should continue reinforcing leadership accountability and tracking measurable DEIB outcomes.
This output is structured, insightful, and suitable for inclusion in a professional report or executive summary. Prompt formula to remember[Role or output type] + [Audience] + [Purpose] + [Structure] + [Tone] + [Constraints]
Example:
Write a short summary for HR professionals based on DEIB survey data. Use a structure of Finding + Insight + Action. Keep the tone professional, concise, and data-driven. Emphasize percentages, trends, and patterns. Avoid filler language.
