Tips & Best Practices

Get the most out of Arketic AI with these tips for writing better prompts, choosing the right assistant, and working efficiently.

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Writing Better Prompts

The AI understands natural language, but how you ask affects the quality of the answer.

Be Specific

Less Effective	More Effective
"Show me some data"	"Show me the marketing budget for Q2 2025"
"Tell me about the policy"	"What is our company policy on remote work?"
"Create a task"	"Create a high-priority task for Sarah to review the Q3 report by Friday"

Provide Context

Tell the AI who you are and why you need the information:

• "As the IT manager, I need to know our server maintenance schedule"
• "I'm preparing for a client meeting tomorrow — summarize the project status"
• "For the quarterly review, compare department performance"

Ask Step by Step

For complex questions, break them into parts:

1. First: "List all open tasks for the marketing team"
2. Then: "Which of these are overdue?"
3. Then: "Create a summary report of the overdue tasks"

Use Follow-up Questions

The AI remembers the conversation. Build on previous answers:

• "Tell me about our vacation policy" → AI answers
• "How many days does that include for new employees?" → AI knows you mean vacation policy
• "What about part-time employees?" → AI continues in context

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Choosing the Right Assistant

When to Use Which

Your Question	Best Assistant
General company questions	Arketic AI
HR policies, leave, recruitment	HR Assistant
Technical issues, software	IT Support
Contracts, compliance	Legal Assistant
Budget, expenses, reports	Finance Assistant

If One Assistant Cannot Answer

1. Try the Arketic AI assistant — it has the broadest knowledge access
2. Try a different specialized assistant — it may have access to documents the first one did not
3. Ask your admin to check — the assistant may need its knowledge access updated

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Choosing the Right Thinking Mode

Situation	Mode	Why
Quick factual lookup	Fast	No need for deep analysis
Everyday questions	Automatic	Let the AI decide
Comparing options	Deep	Shows reasoning, helps you evaluate
Strategic decisions	Ultra	Maximum thoroughness
Summarizing a document	Automatic	AI determines needed depth
Analyzing a complex report	Deep or Ultra	Needs step-by-step reasoning

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Working with Documents

Uploading Tips

• Name files descriptively — "Q3-Marketing-Report-2025.pdf" not "report-final-v2.pdf"
• Upload before asking — the AI needs the document in the system first
• Set correct access levels — start with Department and broaden if needed
• Keep documents current — delete outdated versions to prevent wrong answers

Asking About Documents

• "Summarize the employee handbook" — gets a quick overview
• "What does section 3 of the IT policy say about passwords?" — targets specific content
• "Compare the Q1 and Q2 budget reports" — cross-references multiple documents
• "Find all documents that mention GDPR" — searches across your entire accessible library

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Task Management Tips

• Write clear task titles — future you will thank past you
• Always set a due date — tasks without dates get forgotten
• Use priorities consistently — agree with your team on what Critical vs High means
• Add descriptions for complex tasks — the assignee needs context
• Log time honestly — this feeds into analytics and helps planning
• Check your Kanban board daily — keep statuses up to date

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Project Tips

• One project per initiative — do not mix unrelated topics
• Upload relevant documents to the project — give the AI context
• Use project memory — check what the AI remembers and correct if needed
• Invite only relevant people — keep projects focused

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Getting Help

1. Search the docs — use the search bar at the top
2. Check the FAQ — common questions are answered in the FAQ section
3. Check Troubleshooting — for specific problems, see Troubleshooting
4. Ask the AI — the AI can answer questions about how to use the platform
5. Contact your admin — for access issues, role changes, or configuration questions