Make AI Your Assistant Not Your Enemy: FixingPrompts in Smart Workflows

AI is only as smart as we let it be — and when we overcomplicate things, we don’t get intelligent automation. We get chaos. Confused customers. Useless responses. And headaches.

That’s exactly why we brought in Mario Aldayuz from HL Pro Tools for a Zoom session packed with real talk and tactical fixes. We dug into how AI works inside HighLevel, especially voice AI, and what to do when it doesn’t.

Let’s break down the best insights (so you don’t have to break anything out of frustration).👇

AI Troubleshooting: Keep It Simple or Die Trying

One of the biggest problems we see? Over-engineered prompts. You try to make your AI sound like a genius… and it ends up sounding like your uncle trying to use Siri.

Here’s the golden rule Mario dropped:

“The more complex you make the AI prompt, the dumber the AI gets.”

Let that one sink in. Your voice bot isn’t ChatGPT with a philosophy degree — it’s just trying to help your customer book an appointment or get support.

Urgency ≠ Magic Word

One topic that came up again and again was handling urgent calls.

A lot of folks are trying to train AI to “recognize urgency” — but urgency is subjective. What’s a fire drill to one caller might be a paper cut to another.

Instead of guessing, Mario recommended this simple approach:

Ask: “Is this urgent?”

That’s it. Binary, black-and-white, AI-friendly.
If the answer is yes, route the call differently. Hard-code the path.

✅ Clear decision tree.
✅ No guesswork.
✅ Better user experience.

Mario’s Voice AI Playbook

Here’s what I jotted down in all caps during the session (so you don’t have to):

💬 Voice AI Optimization Checklist:

• ❓ Ask simple, binary questions (yes/no > vague open-ended).
  
• 🛑 Hard-code emergency flows. Don’t leave it up to interpretation.
  
• 🧹 Cut prompt complexity. Every extra word is a potential point of confusion.
  
• 📈 Test responses live. Don’t assume it works — run calls through it.

Bonus Insight: Why Your AI Sounds Like a Robot

Sometimes people tell me their bot sounds awkward or weird. You know why?

Because you’re writing for AI like it’s a person. It’s not.

You need to write like you’re training a smart toddler. Be clear, be brief, and don’t get cute.

Mario said it best:

“It’s not about making the AI ‘natural’ — it’s about making it useful.”

That one hit me. 👊

Final Thought: Smart Automation Starts With Smarter Prompts

HighLevel gives us amazing tools. But if we’re not strategic with how we build — especially around AI — we end up with tech that feels like friction instead of freedom.

The goal isn’t just automation. It’s useful, predictable, profitable automation.

And that’s where we come in.

👉 At HLProTools.com, we help agency owners like you build smarter systems, set up voice AI that actually works, and scale with fewer fires to put out.

If you’re ready to stop duct-taping AI prompts together and actually create something that works, come see what we’re about.

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Before you can help clients grow, you need to earn their trust. And the fastest way to do that? ⭐️ Testimonials.

So, in the spirit of free stuff… I want to give you the Testimonial Workflow our team uses. This plug-and-play system helps you collect, edit, and organize testimonials without the usual chaos.

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It’s yours. Go earn that trust. 💥