A few articles back, I talked about ways a virtual assistant can use ChatGPT when it comes to working with their clients and I wanted to do another article on how you can use it yourself to be more productive at work when it comes to working with your virtual assistant.
If you have no idea what ChatGPT is, the fastest way you can think about it is just one of those chatbots that you talk to for customer service or support when you are on someone else's website and it responds back to you in a non-customer service way.
It's basically gathered a lot of the internet's knowledge in the last couple of years into one chatbot that you can ask questions, you can get information from and honestly, it's one of the things that in the last month in 2xYou, a lot of our assistants have been learning.
I have a whole lot of lists of different ways that they've been using it for their clients and I wanted to share the top ones with you so you can start thinking of the different ways that you can use it with your employees or your own Virtual Assistant.
Create Templates
This is going to save you a lot of time. What I mean by this is ChatGPT just makes it so much easier to create output.
One disclaimer I’m going to say right off the bat is that ChatGPT is usually just a way for you to create more output just to generate ideas. I don't wholly recommend that you always use the same content straight out of ChatGPT.
I do recommend that you customize it to be for your own use, but creating templates out of it whether that's email templates, document templates, whether it's a template on how you create your policies for your business, which we'll dive into a little bit and how you create different systems, different ways and quick and easy documents that you can just grab up for you to be able to use for working with your clients or even your employees, it just makes it so much easier.
For a lot of our assistants in 2xYou, they've used it for emails. I've used it for emails when it comes to really difficult conversations. I've just been saving all of these emails that I've asked ChatGPT to respond to so that I can easily now grab those from the databases that I've created on Notion. I’ve kind of combined Notion with ChatGPT by creating this database of every single thing that I've asked it to.
If you haven't heard of Notion at all, it's one of my favorite tools. You can explore leanlai.com/notion which will help support this channel, but essentially, I've been able to have a way to look at everything else that our assistants have created as templates for email and documents and make it easy to be able to share it with other people, and of course, to reuse it in my own business.
Create Systems
This is something that was really interesting and mind-boggling when I first started thinking it through but you can basically create Standard Operating Procedures within ChatGPT breaking down the step-by-step process for you so you don't have to write it from scratch.
Let's say that you've been really wanting to create a Standard Operating Procedure on How To Manage Your Emails or you've been wanting to create a Standard Operating Procedure on how you're doing a certain thing in your business, as long as it's a common kind of process, you can ask it to create a step-by-step broken down process which you can then take, edit and then have it as part of your business.
This honestly, has been a little bit groundbreaking because one of the things that we specialize in 2xYou is that, we create a lot of systems and assets for our clients, so us being able to fast-track the process of grabbing things from our clients such as the different things that go on into their business, we show them all the processes of how it is done. It has made it so much easier for our assistants to be able to create that documentation for their clients.
Create Responses
As I’ve mentioned earlier, one of the ways that we've used it is for templates and for emails, however, there are going to be emails that need to be a little bit more custom or personalized.
One of the things I've actually done is, copy a part of an email that I am struggling a little bit to respond to, paste it to ChatGPT and ask, “Create a response for this…” if I wanted this outcome.
For example, let's say that a client was asking for something that was beyond our scope, in the future, I would want to create it but right now we can't, I would actually put it in ChatGPT saying, “query response for xxx where we can't do the work yet but we want to do it later” and it actually just creates that.
One of the fun things about ChatGPT is, if you have a thread that you've created and it kind of starts knowing more and more about your questions, it knows more about your business. Since I've been using it a lot for creating those difficult responses, it knows what my business is, which is a virtual assistant agency. So even if I don't plug in that I am a virtual assistant agency based on the previous conversations we've had, it understands that this response is supposed to be for a virtual assistant agency, which is mind-blowing honestly.
Planning Content
This is something that I have shared with a lot of my contacts. If you haven't connected with me on LinkedIn or Facebook, this is something that I talk about a lot which is using ChatGPT for planning content. Creating content is a whole other thing that I'll discuss later and I'll probably do another article on that but when it comes to planning the content, one of the prompts that I've used myself is, “12 bottlenecks for my niche client when it comes to XYZ”, or “hiring an assistant”.
For example, “12 bottlenecks for coaches authors and entrepreneurs about how hiring an assistant”.
These become the 12 themes of my year so I now have 12 pieces of content and then I would break it down to, “create four video topics based on this first bottleneck.”
Let's say, the first bottleneck is that they can't find someone for their business, “create four video topics” – that's four weeks of content. If I do this for all 12, I've basically created a whole month's weekly content already right there on ChatGPT, break it down further then I would go ahead and create a script that will then be the basis of a YouTube video or a blog post or a social media post that will go out on to our 2xYou page and just makes things so much easier.
One of the fastest ways you can think of ChatGPT is that it creates output, that's the biggest thing. It fast tracks creating output so when you receive this output it's now up to you to make it more quality, it's up to you to make it more your brand so it actually sounds like you and not just spat out by an AI.
Explore Tools
For different assistants in 2xYou, they're using tools like ActiveCampaign, Notion or Google Docs and one of the things that they have started looking up is, “ways to use Airtable”, “ways to use Asana”, for the tasks that they're looking for and it spats out tutorials basically on how to use the tool, this way they're getting other ideas other than reading bajillion more articles on how to best use the tool, it gets specific to the kind of thing that they're trying to troubleshoot for their client. It makes it so much easier for them to start exploring and seeing what else they can do with the tool that they're using for their clients.
Create Lists
It sounds very generic and it really is, because that's how powerful this tool is by asking it to create lists for you. Earlier we talked about, when it comes to planning content, you can ask for “12 ideas on different things that you're possible clients are probably struggling with right now.”
You can keep asking it for more ideas just like that, you can make it more specific. You can say, “Don't mention the word virtual assistant in the title,” it could be very generic, you can make it in a way where you can just keep asking it for different lists of ideas, you can keep asking it for lists of different things that you can do with your business. It’s basically a way for you to brainstorm on things that you just need a first draft on that you can later edit and make your own.
Create Questions
This is something that might or might not be useful for you but it has been really mind-boggling for us at 2xYou. I could just ask ChatGPT to create questions for interviews for virtual assistants even though we have a pretty solid interview system. It's a way for us to go into like, “Hey, we can add this question” or, “Hey, we don't ask this question more”, it's more of us being able to filter.
You can also ask it for example, for us, we do coaching for our Executive Assistants and we use it like, “Hey, coaching questions if they're struggling with this problem”. It makes it very specific instead of you reading through so much content, to the thing that you're trying to troubleshoot for, so asking it to generate certain questions if you have a call coming up, interview coming up – really helps, not have a blank page that you're not really sure what to put in, in the first place. It just makes it easier to edit that first draft and actually get your ideas flowing.
Create a Scorecard
A scorecard is a tool that I have used in 2xYou myself.
If you go to 2xYou.com/scorecard, it’s very sweet and easy but it's one of the scorecards that we've created like, “are you ready to have an assistant?” and for us in 2xYou, I've been able to use it to generate and create more scorecards.
If you've never heard of a scorecard before, it's basically a lead generation way for you to be able to get possible clients to sign off of, like “hey this is what I need.”
Let's say I was creating 2xYou from scratch, I would create a scorecard of what the main things would be, that they would need a virtual assistant to be able to do, and that scorecard will give me that.
ChatGPT has enabled me to create more and more scorecards so I can keep asking questions to my target audience and can keep tweaking my agency or any product that I have in the future.
If you do want to sign up for the scorecard app that I use, it's called ScoreApp, it's one of my favorite tools to use. You can go to 2xYou.com/scoreapp different from our scorecard – ScoreApp is the app to use but it's basically a way for us to keep creating these beautiful scorecards for our potential clients to fill in and go into.
A quick prompt for you is, you can just say, “Create a quiz – yes or no question for my target audience”, for example, “entrepreneur or coaches” and if they need a virtual assistant, so then it'll generate 10 questions where you can diagnose if the person is ready for your service or product.
Find Best Practices
This is one of my favorite things. I've been able to find best practices across certain things other people are doing.
For example, I've been able to find “best practices on how to do travel management”, “best practices on how to follow up with clients”, “best practices on how to create spreadsheets”. It became this quick and easy way for me to look up how other people are using a tool or a process that I want to optimize or be better at.
Create Summaries
I basically just asked it to create summaries of books that I've already read that I just need bullet points of, just a reminder to myself or a way for me to be able to see or read through very quickly a book that I've always wanted to read and have a summary right in front of me, for me to decide if I want to start on a certain book or not.
Getting Information
One of the best ways you can use ChatGPT for just the basic of it, is being able to get information, and this can span out to history, they can span out to things that have happened in the past or things you want to see how other people are doing – best practices.
The thing with chat ChatGPT though is, as of writing, they don't do web searches, so if you ask it for “best flights for travel” or the “best thing that's happened in 2022 and 2023”, they probably won't spat out that answer, but it's great for just getting information for anything else.
Now, the big question is, have you used ChatGPT yourself?
Let me know in the comments below, I would love to know how you've been using it and once again you need further direction on the particular aspect of your life where our Executive Assistants can be of help, you can visit www.2xyouva.scoreapp.com to evaluate your readiness for an assistant in terms of your tasks, systems, and overall progress. This evaluation will assist you in taking incremental steps to increase your efficiency.