Get the Best From Copilot: How to Guide Your AI Writing Assistant With Smart Prompts

rightmarket copilot
Home
Author Archives: Jack Penska

How to Guide Your AI Writing Assistant With Smart Prompts

rightmarket copilot
Key takeaways
  • Copilot provides real-time writing support without needing a comms expert
  • Admins can customise Copilot's behavior through tone of voice prompts
  • Effective prompts should be specific, actionable, and focused on one idea each
  • Start with basic prompts like sentence case and spelling, then expand based on user needs

What is Copilot?

Copilot is RightMarket’s new in-design writing assistant. It gives users real-time support as they create content – helping them write clearly, stay on-brand and communicate with confidence, without needing a comms expert looking over their shoulder.

Whether it’s a fundraising appeal, student announcement or internal update, Copilot is there in the background, nudging users to write better.

How does it work?

As users type into a RightMarket template, Copilot scans their copy and suggests improvements. These could include correcting spelling, recommending more inclusive language, or simplifying overly formal phrases.

What makes Copilot powerful is its adaptability. You can define how Copilot behaves by creating tone of voice prompts – a short list of instructions that teach the AI how your organisation writes.

rightmarket copilot example 1
rightmarket copilot example 2
rightmarket copilot example 3
rightmarket copilot example 4

What are prompts?

Prompts are short, specific rules that tell Copilot what “good writing” looks like in your organisation.

Think of them as your voice, distilled. They’re not long brand manuals – they’re quick instructions that reinforce tone, clarity and consistency across all users.

For example:
"Avoid using ALL CAPS. We prefer sentence case."
"Use plain English. Avoid words like 'utilise' when 'use' will do."

Once saved in the Admin area, these prompts guide Copilot’s live suggestions for every user in your organisation.

Best practices for writing strong prompts

To get useful, accurate suggestions from Copilot, your prompts need to be:

1. Specific and actionable
Avoid vague statements like "Be professional." Instead, say "Don't use exclamation marks in headlines."
2. One idea per prompt
Keep prompts short and focused. This helps the AI interpret them clearly and return clean, relevant feedback.
3. Based on common user habits
Think about the writing behaviours you see most often - are people using too much formal language, misusing punctuation, or adding emojis? Tackle the frequent issues first.
4. Clear enough to avoid overcorrection
Some prompts can trigger false positives if they're too broad. For example, "use inclusive language" is better when clarified: "Avoid gendered terms like 'chairman', unless the context is about gender-specific data."
5. Do not include links
Copilot can't visit links shared - make sure to include all the information you need it to consider in your prompt.

Suggested prompt examples

Here are some common prompts that deliver strong, clear Copilot feedback:

Writing style
  • Avoid using all caps. We prefer sentence case for readability.
  • Use "you" and "your" instead of "we" to focus on the reader.
  • Prefer contractions (e.g. "you're", "we'll") for a more natural tone.
Formatting & symbols
  • Only use "&" in official organisation names. Use "and" everywhere else.
  • Correct date formatting. Use "Tuesday 17 June 2025", not "17th June".
  • Avoid emojis or informal symbols. Keep tone professional and accessible.
Inclusive language
  • Use inclusive language where possible. Avoid gendered terms unless context requires it.
Clarity & conciseness
  • Use plain English. Swap complex words for simple alternatives.
  • Avoid filler phrases like "please note" or "in order to". Keep copy tight and purposeful.
First prompts to get you started
If you're launching Copilot for the first time, start with these two essential prompts:
Use sentence case, not all caps
Check for correct spelling and grammar
You can always expand your prompt list later as you see what's working. These two alone will already start nudging users toward more professional, readable content.

Ready to set up Copilot?

Visit the Admin area now and add your tone of voice prompts to activate Copilot for your users. It only takes a few minutes - and makes a lasting impact on your organisation's content quality.

Share this post

Top 5 Hidden Brand Risks Facing UK Charities in 2025

charity brand risks
Home
Author Archives: Jack Penska

Top 5 Hidden Brand Risks Facing UK Charities in 2025

charity brand risks
Key takeaways
  • UK charities face £17.5M fines for GDPR breaches, with only 39% feeling confident in data compliance
  • Off-brand content from decentralised teams damages donor trust, with 53% of donors influenced by brand credibility
  • Manual compliance processes are too slow for today's digital pace, creating leadership blind spots around brand risks

In today’s digital-first world, UK charities face more brand risks than ever – often without even knowing it. From off-brand Canva creations to GDPR breaches, the small cracks in brand governance can quickly erode donor trust and public credibility.

£17.5M

Maximum GDPR fine (or 4% of turnover)

39%

of UK charities feel confident in data compliance

53%

of UK donors say brand trust influences giving

Can your charity afford to take the risk?

Here are five of the most common – and costly – brand risks we’re seeing across the sector in 2025.

1

Unapproved Image Use & GDPR Breaches

£17.5 million

That's the potential fine your charity faces for a single serious GDPR breach.

And with 75% of UK charities handling sensitive personal data, image consent is a major compliance gap. We’ve seen many cases where volunteers reuse old images without renewed consent — risking emotional distress for families and regulatory penalties.

Fix

Implement automated image consent tracking and clear usage rules.

2

Off-Brand Content from Decentralised Teams

500+

Unauthorised Canva users discovered by Marie Curie creating fundraising materials

This is not an isolated case. Many charities report:

  • Volunteer-created designs diluting the brand
  • Inconsistent use of fonts, colours, and logos
  • Messages going out without central approval

Donors notice this — and it damages trust.

Fix

Provide secure branded templates and lock key brand elements.

3

Inconsistent Tone of Voice

Your charity’s tone of voice is as important as your visual identity – but it often gets overlooked.

When different teams write in different styles, the result is:

  • Confusing communications
  • Donor disengagement
  • Reputational risk

Fix

Implement tone-of-voice guidelines and use AI moderation tools to support consistency.

4

Manual, Outdated Compliance Processes

Many charities still rely on manual content reviews – but that’s too slow and prone to human error.

With today’s pace of digital content:

  • Non-compliant materials slip through
  • Crisis response is delayed
  • Leadership lacks visibility on brand risks

Fix

Move to automated brand governance tools with real-time content checks and audit trails.

5

Leadership Blind Spots Around Brand Risk

As one national charity told us:
"Our board focused on funding - brand risks only became visible after an internal audit."

Without clear reporting, boards don’t prioritise:

  • Image consent risks
  • Decentralised design risks
  • Content governance gaps

Fix

Run a Brand Risk Audit and present the findings at leadership level.

53%

of UK donors say brand trust is a top factor in choosing where to give

Yet many charities unknowingly expose themselves to:

GDPR fines
Brand dilution
Donor trust loss
The good news? You can take action today.
Take the free Brand Risk Audit for Charities

Instantly discover where your brand is most exposed. You’ll get a personalised risk score and practical next steps – no downloads, no sales pitch.

Start Your Free Audit Now

Share this post

The Approval Trap: Why Your Workflow Needs a Rethink

auto approvals
Home
Author Archives: Jack Penska

The Approval Trap: Why Your Workflow Needs a Rethink

auto approvals
Key takeaways
  • Manual approval systems slow down creativity and drain resources - costing time, money, and morale.
  • Tools like Canva often introduce more risks, requiring even more oversight and correction work.
  • Approval bottlenecks cause real financial and reputational damage, especially when brand security and compliance are compromised.
  • Automating brand protection with systems like RightMarket eliminates the need for constant checking while maintaining full control.
  • Empowering local teams with secure, flexible templates allows your organisation to scale content output without sacrificing brand integrity.

30 days

Average approval wait time

Marketing teams wait up to a month for content approval

60%

Productivity loss

Teams lose over half their productive time to approval processes

£10,000+

Monthly cost

Hidden costs of manual approvals for mid-sized teams

More Than Just an Admin Headache

For many creative teams trapped in manual approval workflows, it’s more than just an administrative burden. It’s a creativity killer that can extend project timelines by weeks or even months.

Even approving simple assets like a social media post can take more than 30 days – all routed through a single marketing lead.

The hidden costs stack up:

  • Hours lost chasing review owners and sign-offs
  • Delayed campaign launches due to review backlogs
  • Increased workload for marketing managers who are already stretched
  • Creative burnout as marketing becomes less creative, more admin
Time Drain

Marketing teams spend up to 15 hours per week just managing approvals instead of creating campaigns that drive results.

Time Drain

Marketing teams spend up to 15 hours per week just managing approvals instead of creating campaigns that drive results.

The Approval Process Timeline

Content Creation

Designer or marketer creates the initial content (1-2 days)

Initial Review Queue

Content sits in queue waiting for first review (3-5 days)

Feedback & Revisions

Multiple rounds of changes and approvals (7-14 days)

Final Approval

Final sign-off from stakeholders (2-5 days)

Total approval time: 13-26 days for a single piece of content

The real world impact

Missed opportunities

Time-sensitive campaigns miss market windows

Team burnout

Creative professionals become approval administrators

Budget Waste

High-value talent spent on low-value tasks

And when approvals become a full-time job, you’re paying senior marketing salaries to check commas. Literally, you’re wasting, outsourcing, and compromising talents.

When “Self-Service” Isn’t Actually Self-Service

You might think design tools like Canva solve this problem. Give local teams creative freedom, some central marketing tools… right?

Without the right controls, tools like Canva often create more work:

  • Templates get modified beyond recognition
  • Incorrect fonts, colours, or logos creep in
  • Brand guidelines are ignored, creating inconsistent customer experiences
  • Regulatory risks (GDPR concerns, discriminatory language) go unnoticed

As Vicki Rosemont, Brand Manager at Marks Clerk, shares:

We tried to implement control over Canva, but it just took up a huge volume of our time... trying to manage the flexibility was exhausting.

What's the Real Price of Manual Approvals?

Every approval request isn’t just a delay – it’s a financial drain.

You’re paying high-skilled creatives and marketing managers to be email admins. And the costs multiply:

  • Slower campaign rollouts - reducing fundraising or investment impact
  • Brand inconsistencies - confusing your audience and clients
  • Compliance vulnerabilities - exposing your organization to legal risks
  • Legal risks - from GDPR concerns, inaccurate health messaging, or discrimination

Consider the headline calculation: one brand manager’s time costs a single mistake can be devastating.

The Better Way: Brand Security That Works for Everyone

What if you didn’t need to manually approve every asset?

What if your brand could be both secure, flexible (empowering automation), and responsive (local teams safely)?

That’s the future of Brand Security – and it’s already here.

RightMarket flips the approval model on its head, embedding governance directly into your templates:

  • Template Locking: Designs stay flexible where it matters (content, colors, text) but locked down where it counts (logos, spacing, layouts) with guardrails to prevent compliance issues
  • Content Libraries: Pre-approved images, copy, and design elements that local teams can safely use without approval
  • Audit Trails and Real-Time Reporting: Know who did what, when, and where - no need to chase for campaign stats
  • Automated Compliance Checking: The system prevents all issues with manual approval, freeing up your team for strategic work

Unlocking Creative Capacity, Protecting Your Brand

When you embed brand security into your content process, everyone wins:

  • Local teams move faster - producing approved content without waiting for HQ
  • Marketing focuses on strategy - spending budget on impact campaigns, not chasing reviews
  • Compliance teams breathe easier - with real-time dashboards showing compliance and usage
  • Scale and agility - by replacing approvals, review, and legal risks

It’s about freedom within “guardrails” – your brand remains consistent, compliance stays protected, and creativity flourishes.

Ready to See a Brand-Safe Future?

Imagine a world where:

  • Your teams create on-brand content without waiting for approvals
  • Your marketing team has 60% more time for strategic campaigns
  • Local teams are happy to manage their own – without micromanagement

It’s not just a productivity saving – it’s a complete governance mindset shift that actually frees creativity too.

Take the next step

Book a free demo today – and see how Brand Security transforms creative chaos into strategic advantage.

Book a demo

Share this post