virtual assistance Archives - Denise Riches

Troubleshooting: When AI Gets It Wrong

AI can be a fantastic helper—but it’s not perfect. Sometimes it repeats itself, misunderstands what you want, or gives you outdated or just plain wrong information. That’s frustrating, especially when you’re trying to get things done quickly. The good news? There are ways to reduce these issues, troubleshoot when things go sideways, and know what to do when AI isn’t quite right.

Common AI Challenges

One big annoyance is repetition. You ask something, and the AI gives you the same idea again—sometimes just reworded, sometimes exactly the same. It can feel like talking in circles. Another common problem is when AI misses the point of what you’re asking, leading to answers that don’t quite fit your needs. And then there’s the issue of incorrect or outdated info. A perfect example? Up until very recently, AI was insisting that ‘oreo’ spelled backwards was still ‘oreo’ – and went so far as to say it was a palindrome – and it definitely is not. Apparently that’s been corrected, so you probably won’t get to witness this specific example. Finally, sometimes AI just gets things flat-out wrong, even simple stuff.

How You Can Reduce These Issues

Be clear and specific with your prompts. The more detail you give, the less room there is for misunderstanding. If your topic is complex, break it down into smaller questions instead of one big lump of info. Tell the AI exactly how you want your answer—maybe you want it short, friendly, or with bullet points. You can even ask it not to repeat itself or to check with you if it’s unsure what you mean.

Troubleshooting Tips

If the AI starts repeating or missing the mark, don’t hesitate to rephrase your question. Add more context or explain your goal again. Ask the AI to confirm what it thinks you mean; this small step can save lots of time – otherwise you’ll be going in circles. You can also ask for examples to make the results clearer.

When AI Gets It Wrong

Remember that AI isn’t a perfect source of truth. Always double-check important facts on your own. If you spot mistakes, point them out during your conversation to help guide the AI. And most importantly, treat AI as a helpful assistant—not the boss. Use your judgment alongside what it provides. It takes a little patience, but with the right prompts and a bit of back-and-forth, AI can become a trusted partner in your work.

Love the idea of using AI, but don’t have time to delve deep? I work with AI daily – let’s chat! Book a call here.

Learn to Use Advanced Prompt Techniques

Advanced AI Prompt Techniques: Getting More Precise and Useful Results

If you’ve been following my AI prompt series over the last couple of months, you can see how tweaking what you ask and paying attention to how you ask can make a world of difference in the responses you get.

Today, we’ll explore different ways of phrasing your questions so that you really maximize your results.

1. Use Iterative Prompting

Treat AI like a conversation. Instead of trying to ask everything at once, break your questions into smaller steps. Start with a general request, then build from the AI’s answers with follow-up prompts.

For example, if you’re writing a blog post, first ask for a topic outline. Once the outline looks good, request the introduction. Next, prompt for each section in turn. This method gives you control and helps you refine content gradually without overwhelming the AI.

You will likely have to tell AI to break it into steps – sometimes it gets too excited and just spills everything all at once!

2. Combine Instructions with Examples

Showing the AI what you want increases accuracy. Include a short example or sample in your prompt to demonstrate tone, style, or structure.

For example, you could say:
“Write a social media caption for a wellness coach, using a friendly tone, like this example: ‘Ready to feel your best? Let’s make wellness simple!’”

3. Use Role-Playing

Ask the AI to take on a role relevant to your task to help it respond more thoughtfully. For example:

“You’re a professional copywriter skilled in writing email newsletters.”
“Act as a marketing strategist focused on eco-friendly brands.”
“You’re a nutritionist that specializes in the keto lifestyle. Help me come up with healthy meals to help me reach my macros.”

This narrows the style and focus of your AI’s response, making it more tailored to your needs.

4. Control Output Format

Be explicit about how you want the response results. If you need bullet points, numbered lists, or a table, specify that clearly:

“List 5 benefits of meditation in bullet points.”
“Create a comparison table for these two products.”

5. Use Constraints and Limits

Guide the AI by setting length or style restrictions to avoid overly long or generic answers. For example:

“Keep the explanation under 150 words.”
“Use simple language suitable for beginners.”

By using some of these techniques, you will notice a big difference in the outcome. Experiment with them in your next session and see the difference.

Love the idea of using AI, but don’t have time to delve deep? I work with AI daily – let’s chat! Book a call here.

How to Ask AI the Right Way (So You Get the Answers You Really Need)

AI tools are transforming how we create content, solve problems, and make decisions. But here’s the catch: the quality of the AI’s answer depends largely on the quality of your prompt.

What is a prompt?

If you don’t use AI much right now, but are intrigued, it’s important to understand the lingo, right? A prompt is your question, it’s the starting point.

So, what makes a good AI prompt? It’s all about clarity, context, and specificity.

Clarity: Be direct and clear about what you want. Instead of saying, “Tell me about marketing,” try “Explain three effective social media marketing strategies for small businesses.” If you find that AI is giving you answers that are too technical to really grasp well, you could also add, “Please use simple and easy-to-understand terms.”

Context: Give the AI enough background to tailor the answer. For example, mention your audience or the format you need, like “Write a 400-word blog post that pertains to lifestyle coaches and why they should have a monthly newsletter.”

Specificity: The more precise your request, the better the result. Specify tone, length, or style if it matters to you. If you aren’t sure, there’s no harm in asking AI to help you with your query, and explaining that you’re not sure what you want to include, you can ask AI to ask you pointed questions to help flesh out your request, and therefore, deliver the best output.

Don’t worry if your first prompt isn’t perfect—refine it based on the AI’s response. Think of it as a conversation where each question gets you closer to what you need.

In upcoming posts, I’ll share tips on customizing prompts for different goals, troubleshooting common issues, and even how AI can support your business.

Ready to get better answers from AI? Start by asking better questions.

Ready to work together? Let’s chat about your admin needs! Book a call here.

Psst: Why Your VA Cannot Replace YOU on Social Media

If you’re a coach, author, or business owner who’s hired a virtual assistant (VA) to manage your social media, you’re already ahead of the game. Delegating tasks like content creation, scheduling, and graphic design frees up your time to focus on what you do best.

But here’s the tough-love truth: your VA can’t replace your voice or your presence on social media.

The Common Mistake: Disappearing Behind the Scenes

Many entrepreneurs make the mistake of stepping back completely after hiring a VA. They expect their social media to run like clockwork without ever interacting with their audience, sharing personal stories, or commenting on posts. The problem? This approach leaves your audience wondering, “Who is this person? Why should I trust them?”

Social media is about connection. It’s about building relationships and trust with your ideal clients. If you’re not showing up authentically, your followers won’t truly know you-and people buy from people they know, like, and trust.

Why Your Voice Matters More Than Ever

Your virtual assistant can handle the heavy lifting-writing captions, creating graphics, scheduling posts, and even engaging with comments to some extent. But no VA can replicate your unique personality, your passion, or your story. These are the elements that make your brand memorable and relatable.

When you share your personal journey, your wins and struggles, and your insights, you create emotional connections that inspire your audience to take action. This is why your presence on social media is non-negotiable.

How to Balance Delegation and Authenticity

Here’s how to get the best of both worlds:

Delegate the admin, not the YOU. Let your VA manage the logistics, but commit to showing up authentically on your platforms regularly.
Engage with your network. Comment on posts, reply to messages, and participate in conversations.
Share your story. Post behind-the-scenes moments, client wins, or lessons learned.
Go live or post videos. Video content is one of the most effective ways to build trust and showcase your personality.

The Bottom Line: People Buy From People

Your virtual assistant is your secret weapon to streamline your social media, but your presence is what builds the relationship. Don’t let your social media feel like a ghost town. Show up, be real, and watch your community-and your business-grow.

If you want help creating content or managing your social media with a perfect balance of professionalism and personality, I’m here to help! Let’s make your social media work for you-without losing the real YOU.

Ready to work together? Let’s chat about your admin needs! Book a call here.

The Ultimate Exit Strategy – Preparing Your Business for the Great Beyond

It’s sad but true, we aren’t meant to live forever. So, while sad, it’s important to consider and plan for what will happen to your business after you’re gone. It’s an important but often overlooked topic, and while it’s a bit of a downer, we’re going to approach it with some lightheartedness! Have you ever thought about planning for the day when you’ll be, well, virtually assisting from the clouds? Let’s talk about how to make life (or should I say, afterlife) easier for your loved ones when it comes to wrapping up your business.

Step 1: Get Your Paperwork in Order (Because No One Likes a Ghostly Paper Trail)

First things first, make sure your business structure is clear. Are you a sole proprietor, LLC, or corporation? This will determine how your business is handled after you’ve taken your final bow.

Keep all important documents in one place – think of it as your business’s “in case of afterlife” folder.

Step 2: Create a “Business Will” (It’s Like a Regular Will, But With More Spreadsheets)

Draft a clear set of instructions for closing your business. Include:

Account information and passwords (because hacking into the great beyond is a tad tricky)
A list of clients and ongoing projects
Instructions for notifying clients and wrapping up work
Details on any outstanding debts or receivables

Step 3: Choose Your Business Executor (AKA Your Posthumous PA)

Select someone you trust to handle your business affairs. This could be a family member, friend, or professional executor. Make sure they know where to find your “in case of afterlife” folder and your business will.

Step 4: Set Up a Succession Plan (Or a “Who Gets My Ergonomic Chair” Plan)

If you want your business to continue or be sold, outline a clear succession plan. If not, provide instructions for dissolving the business.

Remember, in the case of a sole proprietorship, the business technically ceases to exist when you do, so plan accordingly.

Step 5: Keep Your Finances Squeaky Clean (Because No One Wants to Inherit a Mess)

Maintain clear and up-to-date financial records. This will make it easier for your executor to settle any debts and distribute assets.

Consider setting aside funds specifically for closing costs and final expenses.

Step 6: Communicate Your Plans (Because Telepathy Doesn’t Work After Death)

Talk to your loved ones about your plans. It might feel awkward, but it’s better than leaving them to figure it out while also dealing with grief. Plus, it’s a great excuse to remind them how awesome you are!

Step 7: Review and Update Regularly (Because Life Changes, Even When Planning for Death)

Set a reminder to review your plan annually. Business changes, relationships change, and your “crossing over” strategy should change too. Remember, planning for your business’s future without you isn’t morbid – it’s responsible and kind to those you’ll leave behind. So, go ahead and plan your business’s grand finale. After all, the show must go on… even when you’re no longer in the director’s chair!

Ready to work together? Let’s chat about your admin needs! Book a call here.