This guide will help you set up a custom profile that understands your unique role as a Marketing Coordinator in the Architecture, Engineering, and Construction (AEC) industry. This setup will allow AI to generate more relevant, consistent, and helpful content for your daily tasks.

STEP 1: Define Your Role

Prompt with:

Your current title and primary responsibilities
The type and size of your firm (e.g., architecture, design-build, 50-person firm)

Example:

I’m a Marketing Coordinator at a 75-person structural engineering firm. I manage proposals, resumes, project sheets, and awards submissions. We primarily work with public sector clients like school districts and transportation agencies.

STEP 2: List Your Key Sectors and Clients

Include:

Primary market sectors (e.g., healthcare, K-12, aviation)
Public vs. private sector focus

Helps tailor proposal language and project relevance.

STEP 3: Specify Tools You Use

Include:

InDesign, OpenAsset, Deltek, Cosential, WordPress, HubSpot, Mailchimp, Canva, etc.

Enables AI to give tool-specific content advice and format-friendly suggestions.

STEP 4: Describe Your Content Types

List what you produce regularly:

Proposals, Resumes/Bios, Firm Profiles, Project Descriptions, Cover Letters, Social Media Posts, Email Campaigns

This helps AI generate accurate content that aligns with your workflow.

STEP 5: Upload Sample Documents (Highly Recommended)

What to upload:

Resumes, Firm Overview, Project Sheets (especially winning or representative examples), Project Approaches, Design Narratives, or Methodology Sections, Cover Letters or Proposal Introductions

Why this matters:

Helps the AI learn your firm’s preferred tone, structure, and language
Improves consistency across all marketing materials
Saves time on editing by generating content that’s aligned with your brand

How to organize uploads:

Use clear, descriptive file names like:

"2024_Award-Winning_ProjectSheet_EducationSector.pdf"
"Bio_Template_MidLevel_Staff.docx"

Optionally include notes about why the document works well:

“This project sheet is a good example of client-first language and simple layout.”
“This bio emphasizes credentials and tone we want to replicate.”

Prompt Example:

“Write a resume for a senior project manager using the same tone and format as the uploaded bios.”
“Draft a firm profile for a design-build proposal, referencing our uploaded firm overview.”

STEP 6: Share Communication Style Preferences

Be specific:

Formal and polished?
Friendly and clear?
Direct and succinct?

Ensures tone consistency with your brand and client expectations.

STEP 7: Identify Your Pain Points

Examples:

"Struggling to write project descriptions from scratch."
"Need help tailoring resumes for proposals."
"Short on time for awards narratives."

AI can assist more effectively when it knows what you're trying to solve.

STEP 8: Set Professional Development Goals (Optional)

Examples:

Grow into a Marketing Manager role
Learn to write stronger proposal content
Improve digital marketing skills

AI can act as a writing coach or strategic guide as you grow.

Final Tip

Keep your profile updated as your role evolves. Add new examples or update prompts as your tone or strategy shifts.

Setting Up your AI Profile: A Guide For AEC Marketing Professionals