You will be able to choose a home for your library that makes templates quicker to find than rewriting them.
Grace's recruiters had good prompts. One had a job ad prompt that produced clean, specific ads. Another had a candidate rejection prompt that got the tone right every time. A third had a way of summarising CVs against a job description that saved her an hour a day. But the prompts lived in three personal notes apps, two chat histories and one recruiter's head. When that recruiter went on leave, the CV prompt went with her.
A template is only useful if you can find it faster than you could rewrite it. That sounds obvious, and it is where most prompt libraries fail. People build an elaborate system, stop opening it after two weeks, and go back to typing prompts from memory. This lesson is about choosing a home and an order that you will keep using.
You do not need a special tool. A notes app, a document, or a spreadsheet works fine, and so does a page in whatever shared workspace your team already uses. Some assistants also have their own features for saving prompts, which can be handy if you work almost entirely inside that one assistant.
The best place is the one you already have open during the day. If you live in your email and a notes app, put the library in the notes app. If your team works from a shared drive, put it in a document there. A library in a tool you open twice a month will be opened twice a month.
The format can be simple. Each template gets a heading, its when-to-use line and checking level from lesson 9.1, Turn a prompt that worked into a template, the template itself and the sample output underneath. A spreadsheet with columns for those four things works well if you prefer rows to pages.
When you go looking for a template, you are thinking about the job in front of you: I need to reply to this client, I need to prepare for tomorrow's meeting. You are not thinking about technique. So organise the library by job, with headings like client emails, meeting prep, reports, hiring and checking.
A library organised by technique, with sections for few-shot prompts, chained prompts and role prompts, makes sense to someone who has just finished a course on prompting. It makes no sense at eight in the morning when you need to answer an angry customer. Grace's team library has six headings: job ads, candidate emails, client updates, CV summaries, interview prep and checking. Every recruiter knows which one to open.
Keep the number of sections small at first. Three to six is plenty. You can split a section later if it grows too long to scan.
Some templates you will use so often that even opening the library is a step too many. Those belong in the setup from module 6.
A template you use for a whole category of work can become the instructions of a project, from lesson 6.2, Projects: a workspace for each recurring job, with its sample output as a reference file. Grace's CV summary template now sits as the instructions in a CV screening project, so a recruiter only uploads the job description and the anonymised CVs and asks for the summary. A preference that shows up in almost every template, such as British spelling or "do not invent figures", can move into your custom instructions from lesson 6.1, so it applies everywhere without pasting.
Keep the library as the master copy even then. If the project is deleted, the assistant changes or a new colleague joins, the template is still there to rebuild from.
A shared library multiplies the value of each good template, because one person's tested prompt saves time for everyone. It also multiplies the risk of a bad one. Two habits keep a team library useful.
First, keep it in one agreed place. Not a copy in each person's notes, and not a chat thread where templates were once posted. One location, which everyone knows, and which is the only version anyone uses.
Second, give it an owner. Someone has to keep it current: removing templates nobody uses, updating ones that refer to old prices or policies, and checking that new additions have been tested before they go in. Grace made herself the owner for the first three months, with a fifteen-minute review on the first Monday of each month. A library without an owner tends to fill up with near-duplicates and stale versions until people stop trusting it.
If you share templates outside your own team, the data rules from lesson 8.2, Data settings and the rules at your workplace, apply to the sample outputs too. Strip anything confidential before a template leaves your hands.
Before you set anything up, think about the tool you open first thing every working day and keep open until you leave. That is almost certainly where your library should live.
Set up your library in the tool you use daily, with folders or headings for at least three kinds of job.
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