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AI, ChatGPT & CRM: Prompts for exceptional customer service

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Reading time: 17 minutes | Last updated on 7. October 2025

AI, CRM & Customer Service - an Unbeatable Trio. Discover how you can elevate your customer service and CRM to the next level with ChatGPT prompts.

AI, CRM & Customer Service - an unbeatable trio. Discover how you can elevate your customer service and CRM to the next level with ChatGPT prompts.

The Key Points:

Integrating artificial intelligence (AI) into customer service not only boosts efficiency but also significantly enhances the customer experience.

AI and CRM make an ideal pairing, and language models like ChatGPT already provide substantial assistance in day-to-day operations.

Specifically formulated prompts enable precise and individual customer communication, allowing service inquiries to be addressed accurately and swiftly.

This advancement is particularly beneficial for companies aiming for proactive and personalized customer service while also striving for effectiveness, time, and cost savings.

AI & CRM: 7 powerful ChatGPT prompts for customer service

Exceptional customer service increasingly makes the difference between market success and failure. Understandably, more and more companies are searching for efficient ways to optimize their service offerings.

In this article, we show you how to improve your customer service using ChatGPT & CRM. We provide practical examples and tips for direct implementation. Get inspired and learn how your business can benefit from AI.

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Basics of AI in CRM

If you're looking to get started with the basics of AI in CRM, we recommend our article. There, you'll get a comprehensive overview and learn how to create high-quality prompts yourself.

Answering FAQs in customer service

Let's start with a classic use case for website and shop owners with regular visitor traffic.

In this scenario, AI can enhance and expedite customer service by automating responses to simple inquiries and directing more complex inquiries appropriately.

For example, through a chatbot. This not only ensures a more efficient problem-solving process but also reduces wait times, costs, and relieves staff. Our first prompt assists in identifying and answering frequently asked questions (FAQs).

Disclaimer

The following prompts and their respective outputs are the result of our tests with ChatGPT. It's likely that similar results will be achieved if you copy the prompts and test them yourself.

However, this is not guaranteed. Additionally, the results will never be fully identical. The same applies to the use in alternative language models.

Prompt for answering FAQs in customer service

"I manage customer service for a company that manufactures household appliances. Help me create detailed answers to our most common customer service questions.

Act as a member of my service team and describe the answers in a way that is easily understandable. Our target audience is men and women aged 30 to 50 with moderate incomes.

The questions are:

  • How do I register my device?
  • What do I do if my device is not working?
  • How can I order parts or accessories for my device?
  • How can I contact customer service?"

Curious about the result?

View output 1 now

Customer surveys

Regular interaction with customers is a cornerstone of success in all industries.

Well-designed customer surveys help to better understand the needs and preferences of the target audience, thereby optimizing marketing, sales, and product development.

From the insights gained, strategies for improving product variety, service quality, and ultimately customer satisfaction can be derived. This benefits all parties involved.

Especially when it comes to finding suitable ideas and questions for such a survey, ChatGPT delivers lightning-fast results.

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Prompt for creating customer surveys

"I need to create a customer survey for our e-commerce company to better understand customer satisfaction and product preferences.

We offer a wide range of sports equipment and sportswear for men and women aged between 20 and 40.

Act as a market researcher and create a structure for this survey, including key questions. Also, explain how we can analyze the collected data."

Curious about the result?

View output 2 now

Optimizing response time

In our fast-paced world, customers expect timely, accurate, and satisfactory responses. Conversely, a prolonged response time leads to dissatisfaction and affects the customer experience.

Personalize our prompts

We intentionally formulated our prompts to have as authentic a practical relevance as possible and to provide added value for everyday work.

Simply replace the exemplary company information with your own, and you'll receive tailored responses to suit your needs.

If you require detailed results at any point, use the short follow-up prompt: 'Elaborate on point (XYZ) in more detail.

With the following prompt, we delve deeper into this topic and obtain solutions to shorten response times, thereby ensuring a more efficient customer experience. 

Prompt for optimizing response time

"I am responsible for customer service at an online store for household goods. Lately, I've noticed that our response times to customer inquiries are longer than those of our competitors.

This affects the customer experience and leads to a loss of customer loyalty in the medium term. Our goal is to significantly reduce response times while maintaining the quality of our responses.

Act as an expert in outstanding customer service and advise me on proven methods and techniques to improve response times in our customer service.

Provide me with a detailed step-by-step guide, considering both technological solutions and process optimizations. The guide should include the 10 most relevant steps."

Curious about the result?

View output 3 now

Analysis of customer satisfaction

Customer satisfaction plays a crucial role in long-term customer retention. Failing to satisfy customers will eventually lead to losing them to competitors.

A thorough and regular analysis of customer satisfaction is therefore essential to understand what customers truly want and how they perceive a product, service, or brand.

The next prompt aids in such analysis and demonstrates how companies can systematically capture the opinions and feelings of their customers to derive valuable insights.

Prompt for analysis of customer satisfaction

"As the head of customer service for an online bookstore, customer satisfaction is my top priority.

To continuously improve our offerings and services, I aim to conduct regular analyses of customer satisfaction. I'm seeking meaningful methods and criteria to objectively measure satisfaction and derive actionable recommendations from it.

Act as an expert in customer relationship management. Advise me on how to effectively plan, conduct, and evaluate a comprehensive analysis of customer satisfaction.

Create a detailed guide with the 5 most important steps, including necessary tools, questionnaires, and tips for evaluation. Additionally, develop a questionnaire with 10 relevant questions to measure customer satisfaction. The questions should be structured in a way that allows respondents to answer using a point scale."

Curious about the result?

View output 4 now

Evaluation of customer feedback

Customer feedback is much more than just an opinion. It provides valuable insights into the desires and needs of our own customers and target audiences.

Whether praise or criticism, every piece of feedback has the potential to refine business processes and significantly enhance the customer experience. But how can this valuable information be effectively analyzed, and what measures can be derived from it?

The following prompt provides an answer to exactly that.

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Prompt for evaluating customer feedback

"After successfully conducting an analysis of customer satisfaction for our online bookstore, the focus now shifts to evaluating the collected customer feedback.

Act as an expert in data analysis and customer relationship management. Help me analyze the collected data and derive concrete recommendations. Provide an evaluation + recommendation for each result. Additionally, I need tips for data visualization.

For the survey, a point system from 1-5 was used (1= lowest, 5= highest score). 200 people participated in the survey.

The survey yielded the following results, with the average score of each question in parentheses:

  1. How satisfied are you with the selection of books in our online store? (4.1)
  2. How do you rate the user-friendliness of our website? (3.3)
  3. How satisfied are you with the speed of delivery? (2.4)
  4. How do you rate the quality of the delivered books? (4.7)
  5. How satisfied are you with the value for money of our offerings? (4.3)
  6. How helpful did you find our customer service for questions or problems? (3.1)
  7. How satisfied are you with the payment methods offered? (1.8)
  8. Would you recommend our online store to a friend? (4.5)
  9. How satisfied are you with the return and exchange options? (4.8)
  10. How likely are you to shop with us again? (4.6)"

Curious about the result?

View output 5 now

Development of service campaigns

Service campaigns are an ideal tool for continuously enhancing customer loyalty and satisfaction. Thoughtfully crafted service campaigns shape the brand image, foster trust, and contribute to customer loyalty.

However, the development and ideation process often entail a significant amount of time and effort. Our next prompt not only saves hours of brainstorming but also provides 7 creative ideas along with tips for implementation and measuring success.

Prompt for development of service campaigns

"As the head of customer service for a telecommunications company, I am committed to continually improving our service quality. We aim not only to satisfy our customers but to delight them with outstanding service.

For this, I need creative and effective ideas for service campaigns that can be implemented both online and offline. Act as an expert in customer service and advise me on the conception and implementation of impactful service campaigns.

Present an overview of 7 campaign ideas, including a brief description, recommended channels, and potential success metrics."

Curious about the result?

View output 6 now

Training of service personnel

The quality of customer service is one of the most important criteria for sustainable and long-term customer retention, especially in times of online reviews and immediate comparison possibilities.

Behind every efficient and customer-friendly service is a well-trained team that knows and meets the needs of customers. As customers become increasingly demanding nowadays, continuous training of service personnel is indispensable.

Our last prompt assists you in developing a training program that meets the needs of both your company and your customers.

 

Prompt for training of service personnel

"I manage the customer service department of a large electronics company. Over the past few months, we have received increasing complaints from customers about declining service quality.

To address this and elevate our service back to a higher level, I want to conduct targeted training for our service personnel. Act as a coach for customer service and create a detailed training plan for my team.

The plan should include the key training topics, suitable training methods, and suggestions for practical implementation and follow-up. Additionally, list appropriate training materials that I can provide to the team. 

The aim of the training is to improve both the technical and communication skills of our team. I need a clear plan that spans over a period of 4 weeks and includes 8 training sessions.

Create the plan in the form of a table and find suitable headings for the columns and rows."

Curious about the result?

View output 7 now

Conclusion

The integration of AI in CRM represents a significant advancement across all areas of operation. Customer service also benefits from this new technology, allowing companies to optimize their processes and significantly improve customer satisfaction.

The practical examples presented in the article vividly demonstrate the potential of intelligent language models like ChatGPT. By responding to customer service inquiries more quickly and accurately, companies provide real value to their customers, enhance work efficiency, and simultaneously reduce costs.

The future of customer service and many other areas of business lies in the efficient integration of AI and CRM. Therefore, it is essential to engage with such innovations today to remain competitive in the digital landscape.

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About the author

Luca Körner

CTO

Luca is Chief Technical Officer and Managing Director at kkvision. As a project manager, he gives each project the structure and dynamic it needs to achieve the best possible result in the most effective way. He gained his cross-industry project experience as a developer, project manager and founder.
Go to Email Luca Körner: lkoerner@kkvision.de Go to All articles from Luca Körner.

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