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Your Core Four

Stop re-briefing AI every time

Four short files tell any AI tool who you are, what you're working on, how you work, and what matters when a decision is close - so it starts with the context that changes the answer.

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The missing piece

You've had this experience. You open ChatGPT or Claude, spend ten minutes explaining your role, your preferences and the tone you want, and get back something generic and robotic. So you rewrite it. You fix the tone. You take out the words you'd never use.

Then you open a new chat and do it again.

Your AI may know plenty about you by now. It still doesn't have the briefing this job needs.

In Hello, I'm New Here! I set out a system that fixes this. Instead of hunting for better prompts, you build four short files that tell AI who you are, what you're focused on, how you work, and why you make decisions the way you do. They take about 30 to 45 minutes to create.

The difference shows up straight away. You stop re-explaining yourself every session. The output starts sounding like you. And AI shifts from a tool you wrestle with into something closer to a well-briefed colleague who already knows the background.

In this book, you'll learn how to:

  • Eliminate the repetitive re-explaining that eats hours every week
  • Get AI output that matches your voice and your priorities
  • Build portable context files that work across any AI tool - now and in the future
  • Prepare for the next wave of AI agents without scrambling to catch up
See the book

The system

Four files. About 30 to 45 minutes.

Each file covers a different dimension of your working life. Together, they give any AI tool enough context to skip the guessing and get straight to useful output.

// update: quarterly

Who.md

Your identity - your role, your team, your organisation's size and culture. The "read this first" file.
// update: every few weeks

What.md

Your 3-5 active projects, their current status, and what "done" looks like for each one.
// update: quarterly

How.md

Your voice, your banned words, your formatting preferences, your tools. The file that stops AI sounding like AI.
// update: rarely

Why.md

Your values, your current trade-offs, and how you make difficult decisions. The AI's tie-breaker.

The prompts

Copy the prompts

The fastest way is one prompt. Paste it into your AI tool and answer its questions. You can have a working Core Four in about half an hour.

The complete interview prompt
Build my Core Four: four short context files (Who.md, What.md, How.md, Why.md) by interviewing me.

Interview me one topic at a time. Within each topic, ask me one question per message - ask the first, then stop and wait for my answer before asking the next. Work through all four rounds, then draft all four files.

**Round 1 - Who (my identity and role):**
Ask about: my name and job title; what my organisation actually does in plain language, not the mission statement; what my typical week actually looks like, not my job description; the 3 to 5 people I interact with most and their roles; and anything about my organisation's size, industry or culture that changes the advice I need.

**Round 2 - How (my voice and style):**
Ask about: my natural writing style in one sentence; words I want banned and what to use instead; my English variant AND my currency separately - do not assume one from the other; my formatting preferences such as bullets versus prose, emojis and Oxford commas; and my working setup. Then ask me to paste two or three short pieces I actually wrote and liked, and identify the repeatable patterns in them - sentence length, directness, formality, contractions, paragraphs versus bullets, typical vocabulary, how I open and close. Tell me which patterns you are confident about and which are a guess from a small sample.

**Round 3 - What (my current work):**
Ask about: the 3 to 5 things I am actively working on right now, not my full to-do list; the status and next milestone of each; what 'done' looks like for each; anything blocking them; and how I would rank them by priority.

**Round 4 - Why (my decision-making):**
Ask about: what I am optimising for right now; what I have deliberately chosen not to focus on; any hard rules that should always apply; how I make difficult decisions; what I protect when two good options collide; and which decisions or actions must always stay with me or need my approval before anything happens. Push me on specific trade-offs: speed versus quality, growth versus profitability, new work versus existing relationships.

**Rules for drafting the files:**
- Start each file with `User:` and my name. After that use short headings, bullets and plain factual statements. Do not write them as prose paragraphs.
- Keep each file concise: usually 100 to 250 words, and never more than 500.
- Use only what I have told you. Do not invent or infer names, dates, figures, priorities, preferences or constraints. If something important is missing or ambiguous, ask me rather than filling the gap yourself.
- In What.md, put `Current as of:` with today's date and `Review by:` with a date two weeks out, directly under my name. Give every project a priority, a status, a next milestone, a blocker and a done-when.
- In Why.md, include a `Stays with me` section for anything that must not be decided or sent without me.
- Plain, specific language. No corporate jargon.
- For every banned word, include what to use instead.
- Write my actual values, not aspirational ones.

Start with Round 1 now.

Save the four files as Who.md, What.md, How.md and Why.md.

Or build one file at a time

Answer the questions for a file first, then paste your answers into its starter prompt. Replace the text in square brackets with your notes.

File 1: Who

Questions to answer first:

  1. What is your name and your actual job title?
  2. In one or two sentences, what does your organisation actually do? (Skip the corporate mission statement. Explain it like you're talking to a friend at a pub.)
  3. What does a typical week look like for you? (Do not give me your job description. Tell me what you spend your time on.)
  4. Who are the three to five people you interact with most at work? (Are they your direct reports, your boss, key clients? Most people forget this, but it affects everything the AI will help you communicate.)
  5. Is there anything about your organisation's size, industry, or culture that changes the advice you need? (e.g. fast-paced startup, highly regulated public sector, fully remote team).
Who.md starter prompt
Here are my answers to five questions about who I am and what my role looks like. Draft a context file called Who.md from them.

Start the file with `User:` and my name. After that use short headings, bullets and plain factual statements - do not write it as prose paragraphs. Suggested headings: Role, Actual week, Key relationships, Constraints.

Keep it concise: usually 100 to 250 words, and never more than 500.

Use only the information I have given you. Do not invent or infer names, dates, figures, priorities or constraints. If something important is missing or ambiguous, ask me about it rather than filling the gap yourself.

Here are my answers: [PASTE YOUR NOTES HERE]

File 2: How

Questions to answer first:

  1. How would you describe your natural writing style in one sentence? (If a colleague forwarded your email to a stranger, what would they notice - directness, diplomacy, first person, short sentences?)
  2. What are your "Banned Words"? (What words make you wince when AI generates them? "Delve," "utilise," "foster," "seamless"? List them, and state what to use instead.)
  3. What English variant do you use, and what is your currency? (These are separate! Do not stop at "UK English," or you will get British spelling and your prices in pounds.)
  4. Do you have formatting opinions? (Do you prefer bullet points over long prose? Do you hate emojis? Do you love Oxford commas?)
  5. What is your working setup? (Which machine, which office suite, whether quick questions happen in chat or email. It saves the AI recommending spreadsheet shortcuts for software you don't run.)

There's a sixth input, and it's the strongest one. Paste in two or three short pieces you actually wrote and liked - an email, a post, a paragraph of a report. "Direct but friendly" is weak evidence.

How.md starter prompt
Here are my answers to five questions about how I work and communicate, followed by two or three short samples of my actual writing. Draft a context file called How.md.

First, read the samples and identify the repeatable patterns in them: typical sentence length, how direct or formal I am, whether I use contractions, paragraphs versus bullets, the vocabulary I reach for, and how I tend to open and close. Describe what you find, and tell me which patterns you are confident about and which are only a guess from a small sample.

Then draft the file. Start it with `User:` and my name, then use short headings and bullets - not prose. Suggested headings: Voice, Banned words, Formatting, Localisation, Working setup.

Keep it concise: usually 100 to 250 words, and never more than 500.

Use only what I have given you. Do not invent preferences I have not stated. If something important is missing or ambiguous, ask me rather than filling the gap yourself.

Here are my answers and samples: [PASTE YOUR NOTES AND SAMPLES HERE]

File 3: What

Questions to answer first:

  1. What are the three to five things you're actively working on right now? (Give each a short name. Not your whole to-do list, just the major workstreams).
  2. What is the current status of each, and what is the next milestone? (Just starting? Stuck? Awaiting review? And what is the very next thing that has to happen?)
  3. For each one, what does "done" look like? (How will you know this project is finished?)
  4. Is there anything blocking or complicating any of these? (e.g. "Budget is frozen until Q4" or "Waiting on legal approval").
  5. Which of them actually matters most? (Rank them.)
What.md starter prompt
Here are my current active projects. Draft a context file called What.md.

Start the file with `User:` and my name. Immediately after that, add two dated lines: `Current as of:` with today's date, and `Review by:` with a date two weeks from now.

Then give each project its own short heading with a priority number, followed by: status, next milestone, blocker, and what done looks like. Keep each project to a few lines.

Keep the whole file concise: usually 100 to 250 words, and never more than 500.

Use only what I have told you. Do not invent dates, figures, statuses or blockers, and do not guess at a priority order I have not given you. If something is missing, ask.

Here are my projects: [PASTE YOUR NOTES HERE]

File 4: Why

There are no questions to answer first for this one. The prompt has the AI interview you.

Why.md starter prompt
I want to create a context file that captures my priorities and decision-making, to act as a tie-breaker when you're helping me.

Interview me first. Ask me six focused questions, covering: what I'm optimising for right now; what I've deliberately chosen not to focus on; any hard rules that should always apply; how I make difficult decisions; what I protect when two good options collide; and which decisions or actions must always stay with me or need my approval before anything happens.

Ask me the first question and then stop. Wait for my answer before asking the next one. Ask only one question per message.

When we're done, draft a file called Why.md. Start it with `User:` and my name, then use short headings and bullets. Suggested headings: Optimising for, Deliberately not doing, Hard rules, Stays with me.

Keep it concise: usually 100 to 250 words, and never more than 500.

Use only my answers. Do not invent priorities, rules or boundaries I have not stated, and do not soften the ones I have. If an answer is vague, ask me to make it concrete rather than guessing.

Get started

Starter templates

Plain Markdown files with the structure already laid out. Open them in any text editor, follow the prompts from the book, and fill them in with your AI tool.

CoreFour-StarterKit.zip Who.md, What.md, How.md, Why.md - with prompts

Plain text files. No special software needed. Works with every AI platform.

Setup guides

Wire it into your AI tool

AI platforms move buttons around constantly. These guides are kept current so the book doesn't have to be.

Claude (Anthropic), any plan

Updated: October 2026

1

Global layer: Open your settings and find the instructions for Claude. Keep it to universal preferences, such as spelling, currency and banned words.

2

Work layer: Click "Projects" in the sidebar, then "New Project." Name it something like "Daily Work" or "Q2 Operations."

3

Upload your Core Four: Inside the Project, find "Project Knowledge" and upload all four .md files. Use Project Instructions too, where your plan has them. Every chat you start within this Project will read them automatically.

ChatGPT (OpenAI)

Updated: October 2026

1

Global layer (personal plan): Click your profile picture > Settings > Personalisation > Custom Instructions. Keep it to universal preferences, such as spelling, currency and banned words.

2

Work layer (personal plan): Create a Project and add all four files there. If you can keep a project's memory separate from the rest of your account, turn that on.

3

Business, work or education plans: The same Project model applies.

In 2026 OpenAI announced it was retiring Custom GPTs, so use a Project for your files.

Any other AI assistant

Universal guidance

1

Global layer: Look for "Custom Instructions," "System Prompt" or "Settings."

2

Work layer: Use whatever saves reusable instructions and files: a "project," a "workspace," a "space" or a custom assistant. If there is only one box, treat it as the work layer.

3

Repeat the universal preferences: Account-wide instructions don't always reach inside a custom assistant, so repeat any universal preference inside it.

4

Fallback: If you cannot find a settings area, paste your files at the start of a new conversation.

Where Skills fit

Universal guidance

1

Skills are for repeatable procedures, not for your Core Four. A Skill is a custom assistant for one procedure. ChatGPT and Claude both call it a Skill.

2

Keep the Core Four in the instructions or project layer. That is what the AI needs to know in every chat.

3

Use a Skill for one procedure that passes three tests: you could hand it to a new colleague; it comes round often enough to be worth writing down (roughly monthly); and you can say what "done properly" looks like at each step.

Common mistakes

Things that trip people up

These come up in nearly every workshop we run. Save yourself the debugging.

Writing "professional tone" in your How file

"Professional tone" means nothing to the machine. It's too vague to act on. Instead, describe how you actually write: "Direct, concise, first-person. Short paragraphs. No corporate jargon." The more specific you are, the less correcting you'll do later.

Pasting your LinkedIn bio as your Who file

Your LinkedIn profile is a marketing document. Your Who file is an operating manual. The AI doesn't need to know you're "a passionate leader driving innovation." It needs to know you manage three people, report to a CFO who hates long emails, and work in a highly regulated industry. Actual weeks, not aspirational bios.

Saying "Use UK English" but forgetting currency

AI models default to American norms. If you just say "UK English," you'll get British spelling but American dollars. Separate the two explicitly: "UK English spelling. All currency in Euros (or GBP)." Two different instructions, not one.

Only saying what NOT to do

Telling the AI "Don't use the word 'utilise'" is weaker than telling it what to do instead. Always pair bans with replacements: "Never use 'utilise' - use 'use' instead. Never use 'leverage' - use 'use' instead." Positive instructions are stronger than negative ones.

Putting ten projects in your What file

Your What file isn't your to-do list. It's the 3-5 major workstreams you'd mention if a colleague asked "What are you focused on this quarter?" If you list everything, the AI can't tell what actually matters right now. Be ruthless. If a project doesn't need AI help, leave it out.

Skipping the Why file entirely

Most people skip this one and plan to come back later. They never do. Then they wonder why the AI gives them "on the one hand, on the other hand" answers to every question. A rough Why file today - even just three bullet points about what you're optimising for right now - is worth far more than a perfect one you never write.

Letting the files go stale

A stale Core Four is worse than no Core Four. If the AI thinks you're still working on a project that was cancelled two months ago, its advice will be actively unhelpful. Set a 15-minute recurring calendar appointment every third Friday. Call it "Update Core Four." Your What file needs it most; the others decay more slowly.

Go deeper

The part a book can't do

The Core Four system gets you 80% of the way. The last 20% is the blind spots you can't see because you're too close to your own work. That's the bit we help with.

In a free 25-minute Focus Call, we'll review your context files, spot what's missing, and help you figure out where AI can make the biggest difference in your specific situation. No pitch, no pressure - just a conversation with someone who's done this with hundreds of professionals.

Book a Focus Call

25 mins or less. Video call. No commitment.