Stop Repeating Yourself: Projects and Saved Context
If you use AI regularly, you probably have a ritual. You open a new chat, and before you can get to the actual question, you type some version of the same paragraph you always type: who you are, what kind of work you do, how you like answers formatted, what context matters. Every. Single. Time.
There is a better way.
What a project actually is
A project is a persistent workspace that lives inside your AI account. You set it up once — describe who you are, what this project is for, and what the AI should always know — and every conversation inside that project already has that context baked in. You can also upload documents: a rate sheet, a style guide, a product catalog, a resume. The AI has all of it at hand without you having to paste anything.
Think of it like leaving a really good note on your assistant's desk, once, that they actually read before every conversation instead of starting from scratch.
A concrete example
Say you run a small outdoor guide service out of Golden. Every time you use AI for your business, you're retyping something like: "I run a small whitewater rafting and hiking guide company on Clear Creek. Our tone is friendly and knowledgeable but never stuffy. Our half-day trip is $89, full-day is $149, private groups get a 15% discount..."
With a project, you write that once. You upload your one-page service overview and pricing sheet. You add a note about voice — "never use the word 'experience' as a verb." And from then on, every conversation inside that project just knows. You can ask "draft a reply to this customer inquiry" and it already knows your prices, your tone, and your pet peeves.
This is equally useful for a freelancer who always needs to sound like themselves, a caregiver managing a family member's health information, a teacher building materials for the same class, or anyone who shows up to the AI with the same context week after week.
When setting up a new project, answer three questions: Who am I and what is this for? What does the AI always need to know? How do I want responses to sound? That covers 90% of what goes in a project instruction.
Use the template below to draft your own project instruction:
Prompt
I am [who you are]. This project is for [what you use it for]. Some context that always matters: [key facts, details, or constraints]. When you respond, please [tone and format preferences].
Where to set up a project
Each product does this a little differently, and the features vary:
Claude — Projects Claude's projects let you write a set of instructions and upload documents (PDFs, text files) that the AI can reference. Available on the free plan with a cap of five projects; paid plans unlock more storage for uploaded files. Open Claude Projects — click "New Project" to get started.
ChatGPT — Projects Similar to Claude's, with the ability to attach files and carry conversation history across sessions. Also supports connected apps (more on those in a later lesson) within a project. Requires a paid plan (Plus, Team, Pro, or Enterprise). Find Projects in the left sidebar — hover to reveal the "+" button.
Gemini — Gems Gems are Gemini's version: you write a persona and set of instructions, and optionally connect Google Drive files. They integrate naturally with Google Workspace if you're already in that ecosystem. Available on the free Gemini plan for basic use; file attachments and extended context require Google One AI Premium (~$20/month). Create a new Gem — or find "Explore Gems" in the left navigation on Gemini.
One honest difference worth knowing: Claude Projects are available at no cost (with limits), while ChatGPT Projects require a paid subscription. If you want to try this without spending anything, Claude is the place to start.
You don't need to get it perfect on the first try
Your project instruction is not a contract. If the AI is still not quite right — too formal, missing something important, getting a detail wrong — just edit the instructions. It takes thirty seconds and the improvement shows up immediately in your next conversation. Treat the setup as a first draft, not a permanent decision.