1: Introduction

Successfully integrating AI into servicing dealership operations requires a structured approach. Follow these key steps to ensure seamless adoption:

1. Audit Existing Systems - Assess current processes to identify opportunities where AI can enhance efficiency, automate tasks, or improve customer experience.
2. Select the Right Tools - Choose AI solutions from the recommended list that align with your specific business objectives.
3. Train Your Team - Conduct workshops or webinars to familiarise staff with AI applications and best practices.
4. Monitor and Optimise - Continuously evaluate AI-generated outputs, making iterative improvements based on performance metrics.

By following these steps, dealers can maximise AI’s potential while ensuring smooth implementation and adoption.

‘Prompt Engineering’ checklist for dealers

Prompt engineering is essential for optimising AI applications across customer service, operations, inventory management, and marketing. This step-by-step guide tailors AI prompt strategies to the specific needs of service dealerships.

Understanding the audience ensures AI-generated content is relevant and actionable.

• Internal Audience – Service technicians, sales teams, and workshop managers.
  • Example Prompt: “Create a troubleshooting guide for technicians to identify common customer-reported issues with [specific equipment].”
• External Audience – Customers, prospects, and suppliers.
  • Example Prompt: “Write a personalised email to customers who haven’t booked a service in 12 months, offering a discounted maintenance check.”

Pro Tip: Clearly define the audience’s expertise level (e.g., beginner or technical expert) to ensure AI-generated content is appropriately detailed.

Accurate and specific data improves AI output quality and alignment with business goals.

• Data Sources: Utilise historical sales records, service logs, and inventory reports.
  • Example Prompt: “Generate a report identifying the top five most frequently serviced equipment issues over the past year.”
• Data Exclusions: Prevent outdated or irrelevant information from affecting insights.
  • Example: “Exclude parts sold before 2020 from inventory trend analysis.”

Pro Tip: Use tools like Perplexity for reliable external market research to complement internal data.

Clear, well-defined goals help AI produce actionable and measurable results.

• Specific: Clearly outline the required output.
  • Example Prompt: “Develop a marketing campaign to increase bookings for our winter equipment maintenance service.”
• Measurable: Establish success metrics.
  • Example: “Aim for a 20% increase in service bookings over the next quarter.”
• Achievable: Set realistic objectives based on past performance.
• Relevant: Focus on outputs that drive business growth and efficiency.
• Time-bound: Specify deadlines for AI-generated insights.

Pro Tip: Start with small AI tasks and scale efforts based on proven success.

Contextual examples help AI generate more precise and relevant outputs.

• Visual Models: Upload photos or diagrams for AI reference.
  • Example: “Use the attached maintenance report format to create a similar diagnostic guide.”
• Successful Campaigns: Reference past marketing efforts.
  • Example Prompt: “Use last year’s spring promotion as a guide to create a new summer campaign.”

Pro Tip: Always provide background context or sample outputs to guide AI effectively.

1f. Preferences: Iterate to Perfection

Continuous feedback refines AI-generated content over time.

• Feedback Cycles: Request multiple drafts and refine as needed.
  • Example Prompt: “Provide three variations of this email campaign targeting new equipment buyers.”
• Scalability: Develop reusable templates based on effective AI-generated content.
  • Example: “Optimise the tone for a professional yet approachable customer service chatbot.”

Pro Tip: Adjust AI-generated content to align with your brand’s voice and style.

1g. Tone: Match Your Dealership’s Voice

Maintaining a consistent tone enhances brand recognition and strengthens customer relationships.

• Professional: Ideal for formal reports or supplier communications.
  • Example Prompt: “Write a report detailing quarterly performance metrics for inventory management.”
• Friendly and Engaging: Suitable for customer interactions and marketing.
  • Example Prompt: “Draft a blog post highlighting the benefits of regular equipment servicing for small businesses.”
• Authoritative: Best for expert content like white papers or industry guides.
  • Example Prompt: “Create an article explaining the benefits of predictive maintenance using AI.”

Pro Tip: Specify tone preferences explicitly in prompts, e.g., “Write in a professional and reassuring tone.”

Establishing a clear briefing process improves AI performance and efficiency.

• Ask the Right Questions: Begin by understanding AI’s needs.
  • Example: “What details do you need to create a customer retention strategy?”
• Clarify Objectives: Clearly define the key components of an AI-generated output.
  • Example: “Provide suggestions for optimising the customer service chatbot to reduce resolution times.”

Pro Tip: Treat AI as a collaborative partner - engage in iterative discussions to refine its understanding of your business needs.

By implementing these strategies, dealers can harness AI’s full potential to streamline operations, enhance customer engagement, and drive business growth.

We would like to thank Neil Wilkins (https://neilwilkins.online/) for running our conference workshop on AI and helping us navigate this important and fast moving area.