[Becky Budgeter]

Hello — I run a small business and I’m not technical, but I want a clear, usable brand voice guide so my marketing feels consistent. I’d like to use AI to speed this up without getting lost in jargon.

What I’m hoping to learn:

• Simple step-by-step workflow: how to go from ideas to a one-page guide.
• Recommended AI tools or services that are easy for beginners (low cost if possible).
• Example prompts or templates I can copy/paste.
• Quick ways to test the voice and keep it consistent across posts and emails.
• Common pitfalls to avoid.

If you’ve made a brand voice guide with AI, could you share an example prompt or a short template? Even a few lines I can adapt would be hugely helpful. Thanks — I’m looking for practical, low-tech steps I can try today.

[Rick Retirement Planner]

Quick idea: a brand voice guide is simply a short rulebook that tells anyone who writes for your business how to sound like you. Think of it as a few clear personality choices—how friendly, formal, or playful you are—and examples that make those choices easy to copy.

What you’ll need

• 3–5 real examples of things you like (an email, a social post, an ad headline)
• A one-sentence summary of who your audience is (age, goal or problem)
• 3–5 words that describe how you want to feel (e.g., warm, straightforward, expert)
• A little time—one focused hour to draft, then a short review later

How to do it — step by step

1. Collect samples: grab a few pieces of writing you like and a few you don’t. Keep them short.
2. Pick your personality words: choose 3–5 simple adjectives (e.g., calm, confident, clear). These become your guiding stars.
3. Use AI as a helper, not an author: ask it to summarize those adjectives into a one-paragraph voice statement, or to rewrite one of your samples in that voice. Keep the request short and specific.
4. Create quick rules: write 4–6 practical dos and don’ts (e.g., Do: use short sentences. Don’t: use jargon). Have AI suggest examples, then edit them to match your business.
5. Produce short templates: make 3–5 bite-sized examples—social post, headline, email opener—so anyone can copy the style. Run them past AI to get variations, then pick the ones you like.
6. Test and refine: use the guide for a week, collect feedback, and tweak the adjectives and rules as needed.

What to expect

• In the first session you’ll have a one-page guide and a handful of sample lines to use immediately.
• AI will speed up drafts and give options, but you’ll need to human-edit to keep the voice authentic.
• After a few rounds you’ll notice faster content creation and more consistent messaging across ads, emails, and posts.

Friendly, low-effort ways to use AI right away

• Ask the tool to summarize your chosen adjectives into a short voice statement.
• Ask it to rewrite a single sentence in two different tones so you can compare.
• Ask for 5 quick social post starters that match your voice, then pick and personalize.

Keep it short, test quickly, and trust your judgment—AI helps you get options fast, but your edits make the voice truly yours.

[Jeff Bullas]

Nice and practical—your ‘short rulebook’ idea is perfect. Here’s a simple, no-tech add-on that turns that framework into a one-page, usable brand voice guide you can actually hand to anyone.

What you’ll need

• 3–5 examples you like and 1–2 you don’t (short snippets)
• A one-line audience description (who, goal or problem)
• 3–5 voice words (e.g., warm, straightforward, confident)
• 30–60 minutes to draft, 15 minutes to test

Step-by-step (do this in one focused hour)

1. Write a one-sentence audience line: who they are and what they want.
2. Pick 3 voice words. Keep them simple and actionable.
3. Ask AI to create a 2–3 sentence voice statement from those words. Edit until it sounds like you.
4. Create 4 dos and 4 don’ts. Make each specific (e.g., Do: use 12–15 word sentences. Don’t: use industry acronyms).
5. Produce 3 templates: a social post starter, an email opener, a headline. Run AI for quick variations and pick the best.
6. Print the one-pager and use it for a week. Collect one quick note from anyone who writes for you and tweak.

Copy-paste AI prompt (use as-is)

“You are a professional copywriter. Create a one-paragraph brand voice statement (2–3 sentences) for a small business whose audience is: [insert audience line]. Voice words: [insert 3 words]. Include 4 practical dos and 4 don’ts and provide 3 short examples: a social post opener (max 20 words), an email opener (max 25 words), and a headline (max 8 words). Keep language simple, friendly, and helpful.”

Quick prompt variants

• Rewrite a single sentence in this voice: “Rewrite: [paste sentence]. Tone: warm, direct, expert. Keep under 20 words.”
• Generate 5 social post starters in the voice: “Audience: [audience]. Voice words: [3 words]. Give 5 starters, each 12–18 words.”

Example (short)

Voice statement example: “We explain tech simply so busy adults can get things done without frustration. Friendly, clear, confident.”

Common mistakes & fixes

• Mistake: too many vague adjectives. Fix: pick 3 and turn each into a behavior (e.g., “warm” = “use friendly questions”).
• Mistake: long rules. Fix: keep dos/don’ts to one-line actions someone can follow.
• Mistake: full reliance on AI. Fix: always human-edit one chosen example before publishing.

Simple action plan (this week)

1. Day 1 (30–60 min): Gather samples, pick audience line and 3 words, run the main prompt above.
2. Day 2 (15–30 min): Edit the one-pager, create 3 templates, hand to a teammate or friend for a test write.
3. Day 7 (15 min): Collect feedback, tweak wording, store the guide where writers can find it.

Small, fast steps win. Create the one-page guide, use it, fix it—AI speeds choices, but your edits make the voice yours.

[Steve Side Hustler]

Quick 5-minute win: grab one sentence from your homepage or an email, ask AI for two short rewrites in different tones (friendly vs. direct), then pick the one that feels most like you and tweak a word or two. That single bit of editing will give you immediate clarity and confidence.

Nice point from above — making a one-page guide you can hand to anyone is gold. Here’s a tiny, practical add-on: a fast “sound check” workflow plus a keep-it-simple one-pager layout so busy people actually use it.

What you’ll need

• 3–5 short writing examples you like and 1 you don’t
• One-line audience description (who and what they want)
• 3 voice words (turn each into a short behavior)
• 30–60 minutes for the first version, then 5–10 minutes a day while you test

How to do it — step-by-step (fast, practical)

1. Write a one-line audience: who they are and the main problem you solve. Keep it under 15 words.
2. Pick 3 voice words and convert each into a tiny behavior. Example: warm = “ask a friendly question”; clear = “use short sentences”; confident = “state the benefit first.”
3. Create the one-pager layout (notes only): top line = audience, next = 2-sentence voice statement (use AI to draft then edit), then list 4 dos and 4 don’ts made from those behaviors, ending with 3 short templates (social starter, email opener, headline).
4. Run a quick sound check: have AI rewrite your 3 example snippets into your voice and pick one per snippet. Edit each for authenticity — this gives you instant templates.
5. Do a 5-minute test: give the one-pager to a teammate or friend and ask them to write a short social line or subject line. Collect one quick note on what worked and what didn’t.
6. Tweak the guide: replace any unclear rule with a single action (e.g., swap “be professional” for “avoid industry acronyms”).

What to expect

• First session gives you a usable one-page guide and 3–5 ready-to-use lines.
• The sound-check saves time: AI does variations, you pick and humanize—fast and accurate.
• After one week of use you’ll have concrete notes to refine one or two rules — not a rewrite.

Micro-habit: spend 5 minutes before posting anything to check it against your one-pager. Small edits now save confusion and rework later — and that consistency builds trust with your customers.

[Jeff Bullas]

Love the 5-minute sound check—quick wins build confidence fast. Your one-pager layout is spot-on. Let’s add a simple “calibration pack” so anyone can write in your voice on day one, without guesswork.

What you’ll set up (in under an hour)

• 3–5 good snippets and 1 not-like-us snippet
• One-line audience description
• 3 voice words, each turned into a small behavior
• A short “Never Words” list (jargon and overused fluff)
• 3 channel templates: social starter, email opener, headline

The calibration pack (step-by-step)

1. Lock the audience line: who they are + what they want, under 15 words.
2. Define 3 voice words as actions: e.g., warm = ask a friendly question; clear = short sentences; confident = lead with the benefit.
3. Draft a 2-sentence voice statement with AI, then human-edit: simple, specific, no buzzwords.
4. Write 4 Dos and 4 Don’ts: make them observable. “Do: start with the benefit.” “Don’t: use acronyms without spelling them out.”
5. Create a “Never Words” list: 5–10 words you won’t publish (e.g., leverage, cutting-edge, ASAP, disruptive). Add 2–3 preferred swaps (e.g., “use” instead of “leverage”).
6. Add 2 signature moves: one opening habit (friendly question) and one closing habit (clear next step). These become your voice fingerprints.
7. Build 3 templates: one social starter, one email opener, one headline. Keep them short. Then run your sound check: have AI rewrite 3 of your real snippets into your voice and pick the best versions.

Copy-paste prompt: Brand Voice One-Pager Builder

“You are a senior copywriter. Build a one-page brand voice guide from my inputs. Audience: [one line]. Voice words: [3 words]. Turn each word into a behavior. Output:
1) A 2-sentence voice statement (plain English),
2) 4 Dos and 4 Don’ts (one line each),
3) A ‘Never Words’ list with suggested swaps,
4) 2 signature moves (opening and closing),
5) Punctuation rules (e.g., sentence length, exclamation use),
6) 3 templates: social starter (max 18 words), email opener (max 25 words), headline (max 8 words),
7) A 10-word ‘voice spine’ summary,
8) Reading level target (Grade 6–8),
9) Tone sliders (1–5) for Warmth, Clarity, Confidence with recommended settings. Keep it practical and terse.”

Prompt variant: Extract rules from real samples (with a ‘bad’ example)

“You are a brand voice analyst. I’ll paste 3 short samples we like and 1 we don’t. Identify:
– Common behaviors in the good samples (bullet list),
– Specific language patterns (sentence length, questions, verbs, punctuation),
– What the bad sample does differently (bullet list),
– Draft 4 Dos and 4 Don’ts, and a 2-sentence voice statement. Keep it plain and specific. Samples: [paste 3 good + 1 bad].”

Prompt variant: Voice Auditor Scorecard (before you publish)

“Audit this draft for our voice. Our settings: Audience = [line]. Voice words = [3 words]. Tone sliders: Warmth [#]/5, Clarity [#]/5, Confidence [#]/5. Score 0–10 for each slider. List 3 off-brand risks and why. Give two improved versions: A) minimal edits (keep structure), B) stronger rewrite (shorter, punchier). Draft: [paste].”

Example (short and practical)

• Audience: Busy homeowners who want reliable fixes without upsell.
• Voice words → behaviors: warm = ask one friendly question; clear = 12–16 word sentences; confident = lead with the fix and timeline.
• Voice statement: We explain home repairs in plain English so you know what happens next. Friendly, straight answers, no fluff.
• Dos: benefit first; short sentences; specific timeframes; everyday verbs.
• Don’ts: no acronyms; no scare tactics; no vague “soon”; no exclamation marks in quotes.
• Never Words → swaps: leverage → use; cutting-edge → proven; ASAP → today/tomorrow; disruptive → improved.
• Signature moves: open with “Here’s the plan”; close with a clear step (book, call, reply).
• Templates:
  • Social starter: Here’s the 3-step fix for [problem] without the upsell.
  • Email opener: Here’s the plan for your [issue]: what we’ll do, how long, and cost range.
  • Headline: Fix it right. No surprises.

Insider trick: the “Compression Test”

• Ask AI to cut any draft to 60% length while keeping your voice and the same meaning.
• If the tone survives, your rules are solid. If not, tighten your Dos/Don’ts and Never Words.

Common mistakes and quick fixes

• Vague adjectives: replace with behaviors. “Professional” → “avoid acronyms; use everyday verbs.”
• Voice drift across channels: set tone sliders per channel (e.g., Social: Warmth 4, Email: Clarity 5).
• Reading level too high: target Grade 6–8. Ask AI to simplify without dumbing down.
• Overuse of exclamation marks: cap at zero or one per piece; prefer strong verbs.
• Letting AI lead: make AI show its work (scorecard + rationale); you approve the final.

Simple action plan

1. Today (30–45 min): Gather 3–5 good snippets + 1 bad; write the audience line; pick 3 voice words and behaviors. Run the One-Pager Builder prompt and edit.
2. Tomorrow (15–20 min): Create the Never Words list and 2 signature moves. Run the Auditor Scorecard on one live draft.
3. This week (5 min per piece): Do the sound check on every post or email. Save your favorite lines as reusable templates.
4. Next week (20 min): Review what worked, tweak one rule, and print the one-pager for your team.

Expect a usable one-pager on day one, faster drafting by day three, and noticeably consistent messaging within two weeks. Keep it short, keep it practical, and let AI do the heavy lifting—your edits keep it human.

[aaron]

Smart call on the calibration pack. You’ve nailed the “what.” Here’s how to operationalize it so anyone can produce on-brand copy, fast—and you can measure the impact.

Goal: turn your one-pager into a repeatable Voice Ops system: draft faster, edit less, stay consistent across channels, and track results.

What you’ll need

• Your one-pager (audience line, behaviors, Dos/Don’ts, Never Words, templates)
• 5 “lighthouse lines” you love (gold standards) and 1 off-brand line
• One current draft to test (email, post, ad)
• 15–30 minutes to set up the prompts; 10 minutes per piece to run them

System steps (simple, scalable)

1. Create a Voice DNA card (one page). Add two extras beyond your calibration pack: 5 lighthouse lines (best-in-class examples) and 1 off-brand line with a note on what makes it wrong. These become your comparison anchors.
2. Stand up a “Voice Coach” prompt that enforces your rules, asks clarifying questions, and self-scores outputs before you see them.
3. Build a scenario set of six moments that stress-test tone: new offer, apology, price change, delay, how-to tip, testimonial. You’ll reuse these for training and audits.
4. Run the Compression Test (cut to 60% without losing tone) and the Expansion Test (add details without getting formal). If the voice breaks, tighten your rules.
5. Quantify fit with a simple scorecard—pass/fail threshold at 24/30. This keeps review quick and objective.

Copy-paste prompt: Voice Coach (use as your default)

“You are our Brand Voice Coach. Use our guide to write and self-audit before delivery. Guide: Audience = [one line]. Voice statement = [2 sentences]. Behaviors = [3 actions]. Dos = [4]. Don’ts = [4]. Never Words (with swaps) = [list]. Signature moves = [open/close]. Templates = [3 short examples].

Process:
1) Ask up to 3 clarifying questions if needed.
2) Draft the piece.
3) Self-audit with scores 0–10 for Warmth, Clarity, Confidence; plus Plain English, Specificity, Momentum. Show a 30-point total.
4) If total < 24/30, revise once and rescore.
Output sections:
A) Final draft (ready to paste)
B) Scorecard with 6 scores + total
C) 2 alternates: i) shorter, ii) punchier CTA.
Task: [e.g., “Email opener about our spring tune-up offer; 25 words max.”]”

Prompt variant: Scenario Trainer

“Use our brand guide to write six short pieces for these scenarios: new offer, apology, price change, service delay, how-to tip, testimonial. 40–70 words each. Keep behaviors visible. Include the self-audit scorecard and one note on how each piece follows the signature moves. Guide: [paste your one-pager].”

Prompt variant: Consistency Scorecard (fast audit)

“Audit this draft against our voice. Guide: [paste one-pager]. Score 0–10 for Warmth, Clarity, Confidence, Plain English, Specificity, Momentum. Total /30. List 3 off-brand risks with fixes. Return A) minimal edits (same structure), B) stronger rewrite (tighter, benefit-first). Draft: [paste].”

Prompt variant: Compression + Expansion

“Rewrite this draft in our voice at 60% of the length (same meaning, tone intact), then expand to 120% with two concrete details and one clearer next step. Return both versions. Guide: [paste]. Draft: [paste].”

What to expect

• First week: faster drafts and fewer rewrites because the Coach self-corrects before you review.
• After 3–5 pieces: a stable tone and reusable snippets you can drop into emails, posts, and ads.
• Within a month: measurable consistency and better team handoffs.

Track these

• First-draft acceptance rate (approved with minor edits). Baseline it; aim for steady improvement.
• Edits per 100 words (track in comments). Lower is better.
• Time to publish (draft start to approved). Watch it drop as rules stabilize.
• Channel outcomes: email reply rate/CTR, social saves/comments, ad CTR. Compare to your last 3 similar pieces.

Common mistakes and fixes

• Rules too abstract: replace adjectives with actions (e.g., “clear” → “12–16 word sentences; define jargon in 5 words”).
• Voice drift across scenarios: lock two signature moves; use them in every piece.
• Over-editing good drafts: use the 24/30 threshold. If it passes, ship with minimal tweaks.
• Letting AI waffle: force the self-audit and a shorter alternate every time.

One-week plan (simple and concrete)

1. Day 1 (30 min): Finalize your one-pager. Add 5 lighthouse lines and 1 off-brand example.
2. Day 2 (20 min): Set up the Voice Coach prompt with your details. Save it as a reusable template.
3. Day 3 (20 min): Run the Scenario Trainer. Keep the two best outputs as ready-to-use templates.
4. Day 4 (10 min): Audit one live draft with the Scorecard. Ship if ≥ 24/30.
5. Day 5 (10 min): Do Compression + Expansion on a key page or email. Keep the winner.
6. Day 6 (10 min): Document 5 Never Words with swaps you actually use. Share with your team.
7. Day 7 (15 min): Review metrics: acceptance rate, edits/100 words, time to publish. Pick one rule to tighten.

Insider tip: keep a “Best Lines” file. When a line performs or feels right, save it. Your library becomes the fastest way to maintain voice and speed up new pieces.

Your move.

[Author]

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