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Marek Struszczyk

Co-Founder ManagerUp

Last modified: June 5th, 2024


Imagine trying to be super productive at work is like a game show – you’re rushing around trying to finish everything before the time runs out. Using AI tools like ChatGPT sounds like a great idea. A study shows that participants assigned to use ChatGPT experienced a 40% decrease in the average time taken to complete tasks, and output quality rose by 18% for participants using ChatGPT.

But wait, there are some unexpected obstacles that usually arise because you don’t know how to use ChatGPT at work to boost productivity properly. Sometimes, there’s too much information, it’s hard to ask the right questions, and you secretly fear your brain is turning to mush as you outsource some heavy thinking.

Don’t worry! These challenges can actually help you become even more productive. This guide will teach you everything you need to know about using ChatGPT at work.  Think of it like training a new teammate.  Let’s work together to make sure ChatGPT helps you, not the other way around!
Here’s What This Guide Will Cover:

Tip #1: Work Smarter With this Smart Tool, Not Harder

Ever tried ChatGPT and found yourself more irritated than helped? We’ve all been there. It’s easy to expect a new tool to be a magic bullet, saving us tons of time. But sometimes, the results just aren’t what we envisioned, leaving us feeling frustrated and like we wasted time. However, that doesn’t mean the tool is useless! You might just need to learn how to use ChatGPT at work properly. 

Think of using ChatGPT at work, like hiring a super-smart but inexperienced new employee. They have tons of potential to make your life easier, but it’s going to take some training to make sure they don’t cause more work for everyone! Expect a little bit of a learning curve at first, both for you and for ChatGPT.

How to Use ChatGPT at Work
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How to Do It?

The best way to start using ChatGPT at work is to ease into it, just like you would with a new employee. Start by giving it simple, low-pressure tasks like writing routine emails, keeping track of your schedule, or summarizing easy reports.  

As you get used to how ChatGPT works, you can try giving it more difficult assignments. Before you know it, ChatGPT could become a helpful digital assistant, saving you and your team time to focus on the really important work.

Outcome

Expect a few funny mistakes when you first start using ChatGPT at work. Of course, when you hire a new employee, he doesn’t understand everything yet. You might ask for summaries of meetings that never happened or reports about weird topics.  

Companies that start slowly end up with happier employees because ChatGPT helps out with boring tasks.  Once it learns how things work, it’ll become an essential part of the team.

Tip #2: Recheck the Facts Twice

While ChatGPT can be a great assistant, there’s a crucial catch: it sometimes gets specific details wrong. This can be a major challenge, especially when dealing with important information. You can’t trust it blindly, just like with anything else. 

Using ChatGPT at work is a bit like trusting a new employee to do something important. They might surprise you and do an amazing job, or they might completely misunderstand what you want. In both cases, you won’t just blindly use that data. You are doubtful that the data they provided you is accurate; the same goes for this AI tool. That’s all part of the process when working with a powerful tool that’s still learning.

How to Use ChatGPT at Work
Click on the image to see a full infographic (opens in new tab)

How To Do It?

Imagine having a super-helpful new employee; they’re enthusiastic and ready to do whatever you ask, but they might make mistakes. Just like you wouldn’t blindly trust every report a new employee makes, you need to double-check ChatGPT’s work, too.  It’s great at finding information quickly, but that final touch of careful thinking is still up to you and your team.

Outcome

Think of ChatGPT as a super-fast helper who gathers information for you. It can find things much faster than a person could, but you still need to add your own expertise. Using ChatGPT at work isn’t about replacing yourself; it’s about working smarter!  

AI does the boring stuff quickly, and you add your knowledge for better, more accurate results. This way of working saves you time and helps you come up with unique ideas.

Tip #3: Craft Effective Prompts

You may encounter a situation in which you gave ChatGPT a seemingly simple instruction, only to receive a nonsensical response filled with random details that are irrelevant to your query. This can be incredibly frustrating, especially when you’re pressed for time and expecting a straightforward outcome. 

The problem might not lie with ChatGPT itself but rather with the way you’re communicating with it. 

Learning to write perfect prompts for ChatGPT is like mastering a secret code – it unlocks a whole team of super-efficient digital assistants.  But here’s the trick: it’s not just what you ask, but how you ask it. 

Think less like you’re talking to a person and more like you’re briefing a crack team of specialists ready to tackle your most tedious tasks.

How to Use ChatGPT at Work
Click on the image to see a full infographic (opens in new tab)

How to Do It?

Asking ChatGPT questions isn’t like talking to a friend – it’s more like making a wish to a work genie who’s a little bit weird!  To get the best results, you gotta learn how to wish effectively! Here’s a quick and quirky cheat sheet for making the most of this powerful AI tool at work.

  • Be Specific: Just like a new employee, ChatGPT doesn’t quite understand everything yet and wants to do a good job.  Telling someone new, “Get me coffee,” wouldn’t work very well, and it’s the same with ChatGPT. The more specific your instructions are, the better results you’ll get. This is the key to making ChatGPT really help you with your work.
  • Provide Context: ChatGPT doesn’t know everything on its own!  Just like you would explain a new project to a new employee, you need to give ChatGPT extra information so it can do a good job. Think of it like writing a short description of the task before you ask ChatGPT to do it.
  • Set the Tone: Just like choosing the dress code for a work event, you need to set the tone for ChatGPT. Do you need a serious, detailed report? Or a quick, informal brainstorming list?  The way you phrase your request helps the AI understand how to dress up (or down) its response.
  • Repeat in a Different Way: Didn’t get the ChatGPT response you were hoping for? Don’t sweat it!  Think of it like teaching a new team member – sometimes, you need to rephrase things a few times.  A little tweaking and suddenly…boom! Your AI assistant hits all the right notes.
  • End Goal in Mind: Using ChatGPT at work is like giving directions: if you don’t know where you’re going, neither will it!  Always start with your end goal in mind. Need a report summary? A list of ideas? The clearer your destination, the more efficiently ChatGPT gets you there.

Outcome

Learning how to ask ChatGPT the right questions doesn’t just save you time (which it does!). It also helps you come up with amazing new ideas! Think of it like brainstorming with a robot who knows a ton of stuff and never gets tired. This is how ChatGPT helps you take your work to the next level.

Tip #4: Don’t Share Your Most Confidential Details

You’re considering using ChatGPT to boost your productivity, but a nagging doubt holds you back. What if the information you provide ends up in the wrong hands? 

I know AI is cool, but it adds a new thing to worry about at work. ChatGPT is like someone who remembers everything you tell them but doesn’t always understand what’s a secret. This means you have to be extra careful about what you tell it, especially if you work with private information.

How to Use ChatGPT at Work
Click on the image to see a full infographic (opens in new tab)

How to Do It?

Using ChatGPT at work means changing how you think about sharing information. Think of it like office gossip – you wouldn’t share sensitive stuff with the breakroom chatterbox, right?  The same goes for your AI assistant.  Clear guidelines are key so you know what’s safe to discuss and what needs to stay under wraps.

Keeping company information safe with ChatGPT is important! Here’s how to  use this powerful tool without making mistakes:

  • Confidentiality First: Think of using ChatGPT safely at work, like protecting a secret hideout.  Step one is to know what your secrets are! Things like money information, employee details, and new projects have to stay completely hidden from ChatGPT.
  • Training and Awareness: Keeping ChatGPT safe at work means everyone needs to play by the rules! It doesn’t matter how careful you are if someone else tells ChatGPT something they shouldn’t; your efforts are useless. Make sure the whole team understands what they can and can’t talk to ChatGPT about.
  • Create a ‘Safe List’:The easiest way to remember what’s safe to tell ChatGPT is to write it down! Make a quick list of things you can ask ChatGPT about. This helps everyone know exactly what’s okay to share and when to keep things private.
  • Monitor and Review: Staying safe with ChatGPT isn’t something you set up and forget about. You need to check in regularly! Did someone ask it something they shouldn’t have? Time to remind everyone about the rules, just like you change your computer password sometimes.

Outcome

ChatGPT can be really helpful, but keeping your work information safe is the most important thing. Be careful about what information you share with it. Like any time you share important files or details at work, it’s all about trust. Make smart choices, and ChatGPT can be a powerful tool without causing problems.

Tip #5: Balance AI Use with Your Skills and Abilities

Take ChatGPT as an example of using GPS to get to work every day. It’s helpful in a pinch, but if you use it all the time, you might forget how to get there on your own! The same is true with AI at work. Use it too much, and you might forget how to do important things yourself. The key lies in using ChatGPT as a tool, not a replacement for your own skills and abilities. 

How to Use ChatGPT at Work
Click on the image to see a full infographic opens in new tab

How to Do It

Want to make sure your brain stays as strong as possible? Try going on an “AI detox” sometimes! Pick times when you won’t use ChatGPT at all, like important meetings or when you’re trying to come up with new ideas.

Outcome

Think of those times when you don’t use ChatGPT as a brain workout!  They help you stay smart and ready to solve difficult problems. This shows that even with amazing technology, your mind is the most important tool you have. Use ChatGPT carefully, and it will help you become even better at your job.

Final Thoughts

ChatGPT isn’t meant to take our jobs; it helps us work better! Think of it like a superpower – if we use it the right way, it makes us smarter, faster, and more creative. This is what work will look like in the future: people and AI working together.

Let’s keep talking about this! Tell me how ChatGPT is working for you (even the funny mistakes!). Learning from each other will help us all use this technology even better.  It’s time to work with AI, not be scared of it – and remember, our human brains are still the most important thing!

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ChatGPT at Work

ChatGPT at Work

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What percentage of participants experienced a decrease in task completion time using ChatGPT?

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