AI Best Practices

Last updated: November 29, 2025

AI Best Practices

Maximize the effectiveness of your AI assistant with these proven strategies.

Setting ExpectationsBe Transparent

Let customers know they're chatting with AI:

  • Clear AI tab label
  • Introduction message mentioning AI
  • Option to reach human support
Define AI's Role

Make the AI's purpose clear:

  • "I'm here to answer quick questions"
  • "I can help with product info"
  • "For complex issues, our team is available"
Configuration TipsWrite Clear Instructions

Good:
"You are a helpful assistant for TechCorp. Answer questions about our products politely. If asked about pricing, share our current rates. For billing issues, suggest contacting support."

Avoid:
"Be nice and help people."

Set Boundaries

Define what AI should do:

  • Answer product questions
  • Provide feature information
  • Guide users to resources
  • Collect basic information

Define what AI shouldn't do:

  • Make promises about refunds
  • Share internal information
  • Argue with customers
  • Provide legal/medical advice
Content QualityKeep Information Current
  • Update pricing regularly
  • Add new products/features
  • Remove discontinued items
  • Refresh seasonal content
Use Clear Language
  • Avoid jargon
  • Short sentences
  • Bullet points for lists
  • Simple explanations
Maintain Consistency
  • Same tone across responses
  • Consistent terminology
  • Uniform formatting
  • Standard escalation phrases
Handling Common ScenariosGreeting Customers

Good response:
"Hi! I'm SimpleChat's AI assistant. I can help with product questions, pricing, and general info. What can I help you with today?"

Answering Questions

Good response:
"Great question! Our Pro plan includes:

  • Unlimited users
  • Advanced analytics
  • Priority support
  • Custom integrations

Would you like more details about any of these features?"

Handling Unknown Questions

Good response:
"I'm not sure about that specific detail. Let me connect you with our team who can give you accurate information. Would you like to chat with a support agent?"

Managing Complaints

Good response:
"I'm sorry to hear you're experiencing issues. I want to make sure you get the help you need. Our support team can best assist with this. Would you like me to connect you with them?"

Performance OptimizationMonitor Regularly
  • Check conversation logs weekly
  • Identify common failures
  • Track escalation rates
  • Measure satisfaction
Improve Continuously
  1. Find patterns in poor responses
  2. Add training examples
  3. Update instructions
  4. Test changes
  5. Measure improvement
Key Metrics to Track
  • Response accuracy
  • Customer satisfaction
  • Escalation rate
  • Resolution rate
  • Average handle time
Common Mistakes to AvoidDon't Over-Promise
  • AI can't guarantee outcomes
  • Avoid specific commitments
  • Be honest about limitations
Don't Under-Train
  • Generic responses frustrate users
  • Add specific business info
  • Include real Q&A examples
Don't Ignore Feedback
  • Review escalated conversations
  • Learn from complaints
  • Update based on patterns
Don't Set and Forget
  • AI needs ongoing maintenance
  • Regular updates required
  • Continuous improvement
Advanced StrategiesPersona Development

Create a consistent AI personality:

  • Name (optional)
  • Tone characteristics
  • Common phrases
  • Response style
Conversation Flow Design

Guide conversations effectively:

  1. Greeting
  2. Understand need
  3. Provide solution
  4. Confirm satisfaction
  5. Offer additional help
Multi-Channel Consistency

If using AI across channels:

  • Same training data
  • Consistent responses
  • Unified experience
Measuring SuccessKey Performance Indicators
Metric Target
First Response Accuracy >80%
Customer Satisfaction >4/5
Escalation Rate <20%
Resolution Rate >60%
Success Indicators
  • Reduced support tickets
  • Higher satisfaction scores
  • Lower average handle time
  • Fewer escalations
Getting Help

If your AI isn't performing well:

  1. Review this guide
  2. Check your training data
  3. Test with common questions
  4. Contact support for assistance
Next Steps