10-step toolkit for managers to unlock team productivity with ChatGPT

Undoubtedly, Artificial Intelligence can help you and your team be more productive and effective in reaching your goals.

But how do you make sure these Generative AI tools are implemented in a structured way to reduce time on repetitive tasks?

There’s not a lot of guidance out there to help you do this, so we will equip you with a full guide to help you implement ChatGPT in your team.

We'll discuss the following 10 steps:

1. Know who you're doing business with
2. Get your team excited
3. Account creation and onboarding
4. Pricing and budget
5. Best practices and ethical guidelines
6.  Eat your own dog food
7. Brainstorming potential use cases
8. Keep it tidy
9. Measure the impact
10. Document and share wins! 

Ready? Let’s dive in! 🥽

In many cases, team members are already using ChatGPT, but as with any tool or software, without a clear strategic focus and alignment, you’re missing out on potential!

A recent study reported that 43% of professionals use Generative AI tools such as ChatGPT, while 68% of them told their bosses they were using these tools for work.

These team members might already get some results from using the tool, but others are missing out because there’s no process in place to share learning.

Or your team is using it incorrectly, opening your business up to risks such as plagiarism, bias and spreading misinformation.

At this point, it’s essential that you, as a manager, don’t get distracted by buzzwords and gimmicks and become subject to shiny-object syndrome.

We want you to focus on what matters and implement it in a way that works for your team and business!

⚙️Here's a little checklist you can copy to keep track of your progress.

Let's jump into the 10 steps! 👇

Step 1: Know who you’re doing business with

First up… as you would do with any other vendor, try to understand who you’re doing business with and get familiar with using ChatGPT.

Browse through the website to read the about, terms and conditions and go online to find some reviews about the tool and the company.

Most critique related to ChatGPT is related to lack of support or decreasing quality of new versions, which are suitable to be aware of but so far don’t offset the benefits of using it correctly. (Add funny review from Trustpilot or Reddit)

👉 This 2.5-hour-long podcast goes in-depth on the misconceptions related to ChatGPT and the future of AI discussed with the CEO Sam Altman himself.

Step 2: Get Your Team Excited

Embracing ChatGPT is akin to unlocking a treasure trove of innovative capabilities. Its potential? Pretty huge! But the first challenge is convincing and motivating your team to explore new waters.

Studies have shown that early adopters are quite positive about the potential of AI, while non-users aren’t convinced or even fear the consequences of AI adoption.

To rally your troops, it’s essential to showcase a successful use case by an early adopter.

Once non-users see a daunting task, it has become “totally trivial” with ChatGPT. Such revelations, when shared, can spark excitement. If you don’t have any use cases yet, you can collect some data and examples from this paper or invite an external expert to showcase their use cases.

Step 3: Account creation and onboarding

Now that you know who you’re working with, the next step is to set up an account. ChatGPT doesn’t offer any team account features at the time of writing this, so it’s best to guide every employee to create an individual account.

👉 Feel free to share the following instructions with them to ensure they do it correctly.

Step 4: Pricing and Budget

Although the free version of ChatGPT already allows you and your team to experiment and gain results, there are a few benefits to the paid version ($20,- a month) that are worth considering for the most advanced team members.

• It can work with over 25 languages other than 🇬🇧English, including 🇫🇷French and 🇪🇸Spanish.

• GPT-4 can handle requests for images, documents, diagrams, and screenshots. It’s an improvement over GPT-3.5, which only handled text.

There are more benefits to it, but these would be the most important ones to consider a paid account.

Step 5: Best practices and ethical guidelines

As a manager, it's not just about introducing new tools but ensuring your team knows how to wield them.

Regular training sessions, sharing best practices, or even creating a buddy system where team members train each other can be instrumental.

Make sure they know the basics but also offer opportunities to follow courses or dive deeper into the best practices.

Most importantly, you need to make everyone aware of the risks and adjust ethical guidelines and considerations to your organisation's appetite for risk and other codes of conduct.

💡 At Growth Tribe, we have a full module on AI for productivity that allows people to up their prompt engineering game and get the most out of the tool.

⚙️ Download the team matrix and checklist here to make sure everyone has covered the above.

👆 As soon as everyone is up to speed, it’s time to start identifying use cases.

Step 6: Eat your own dog food

It’s time to go from theory to practice and use this new tool well. Considering the freshness of This technology, there are very few use cases out there that we can learn from.

That’s why we recommend taking a probabilistic approach to implementing and scaling ChatGPT over a deterministic one.

By setting priorities, identifying use cases and analysing results, you can scale your impact incrementally and avoid wasting time and budget.

Before we start identifying the potential use cases for your team to explore, we recommend trying it out for yourself to get a better understanding of the impact ChatGPT has.

How can you be more effective as a manager?

Looking at the studies that are out there, we know that people who use ChatGPT to help with writing tasks are more productive and produce higher-quality work than those who don’t.

Next to that, it’s extremely effective in summarising and processing information.

Here are some examples of how you can use ChatGPT as a manager. Give them a try and let us know which one yielded the best results.

• • Reduce meeting time: Rather than joining every meeting, try skipping a meeting and distilling the key insights by analysing the transcript.
    • Make sure the meeting is recorded, including a transcript.
    • Use one of the following prompts:
      • Summarise the most important discussion points from this transcript.
      • Identify the action items from this transcript.
      • List the key insights and facts shared from this transcript.
      • Enrich the prompt by asking who was involved with each discussion, action point or insight.
    • Paste your transcript underneath the prompt.

• • Reduce time spent processing qualitative data: instead of manually analysing feedback from employees or customers, you can analyse the information following these steps:
    • What are the recurring themes in these reviews?
    • Analyse the sentiment of these reviews.
    • Identify the key positives and negatives based on these reviews.
    • Identify the key improvement areas based on these reviews.
      
      
  • Enrich your ideation process for people management or strategy:
    • What are the key elements to consider when devising a strategy for expanding into [ADD MARKET]?
    • List potential risks and benefits of adopting a blue ocean strategy in the [ADD INDUSTRY TYPE].
    • Provide tips and best practices for managing a remote team effectively, considering different time zones and cultural differences.
    • How can managers promote diversity and inclusion within their teams, and why is it important for innovation?

Feel free to use these prompts directly or tailor them further to suit your specific context.

Don’t limit yourself to one prompt, but consider this a conversation that you can steer to tweak the output.

Step 7: Brainstorming potential use cases

While it’s important to start small and focus on quick wins, involving the whole team as early as possible is recommended.

The first opportunity is setting the priorities and developing potential use cases to experiment with.

Although the areas for application are vast, we recommend starting with tasks that are proven to get better with ChatGPT, such as writing, editing and analysing.

To get started, you need to set up a brainstorm with a team member who’s already using ChatGPT or with the whole team and try to get answers to the following questions:

• Which tasks are mundane? If you manage to make these more efficient, you can free up your team's time for more creativity.
• Which tasks take up a lot of time?
• Which tasks require a lot of writing?

You can find a list of examples to include in your brainstorm in case you get stuck or lack ideas.

As yourself: “Which tasks or processes require any of the actions below?”.

After you’ve identified the areas for implementation, ask your team to come up with ideas explaining how you will use chatGPT to improve.

To structure their ideas, you can follow the structure below, similar to an experiment card:

• Hypothesis: What do you believe ChatGPT will improve?
• Experiment design: How will chatGPT be used to improve the task/process?
• Measurement: Which metrics are you hoping to improve? Time spent, Quality or other metrics.
• Timeline: How long will it take to run this experiment before analysing the results?

Ask each team member to present their ideas and set up a voting or ranking session to determine which ideas you will start with.

You can use a simple Eisenhower matrix to do this.

Step 8: Keep it tidy

Once team members start using ChatGPT, it’s easy to lose track of effective prompts or conversations in the tool. We suggest you provide a naming convention to use so it’s easy to find things.

Here’s an example of what that could look like:
STATUS_PROJECT_ROLE

Step 9: Measuring the Impact

Time to talk metrics! Just like how you'd measure a new marketing campaign's success, it's crucial to Analyse ChatGPT's impact. Look at time savings, quality improvements, and yes, even team morale and satisfaction. Here are some examples of data you can collect and review:

• ⏰ Time Tracking: Use tools like toggle to measure time spent on tasks with vs. without ChatGPT.
• 💎 Quality: Peer reviews and feedback loops.
• 😄Team Satisfaction: Periodic surveys or feedback sessions.

A happier team often translates to better work.

Step 10: Document and share your wins!

Whether it’s a brilliant new way to frame a prompt or a lesson learned from a minor mistake, document it! 

Not only will this serve as a knowledge base for current members, but it’ll also make onboarding new team members a breeze.

Once you’ve seen the light, it's time to spread the word. Organise presentations for peers, higher management, or even other teams.

Remember, this isn’t just about showcasing a tool – it’s about showcasing a transformative shift in how work gets done.

Want to Learn More About AI for Business?

You’re in the right place! AI is a fascinating field and one that is building tremendous traction across the business landscape.

As technology advances, artificial intelligence applications for business are becoming more plausible in everyday practice.

AI is being used to save time and increase productivity outputs over many different roles and sectors.

It’s no longer a far cry into the future, it’s here, available, and ready to be implemented.

So how can you learn more about using AI in business?

As a leading educational course provider, we created the most effective AI for business course you can find!

This course will help you and your team boost productivity with AI solutions and make data-driven decisions for the future.

6 Modules | 24 lessons | 24 videos | 6 tests | 6 exercises

• Module 1: AI and Machine Learning Fundamentals
• Module 2: AI business strategy
• Module 3: GenAI for text: ChatGPT and prompt engineering
• Module 4: GenAI for design: text prompts and visual communication
• Module 5: AI for productivity
• Module 6: AI-powered predictive insights 

👉 Check out our course here

🎉 Wrapping Up:

Embarking on the ChatGPT journey is not just about tool adoption.

It's a commitment to continuous learning, optimising workflows, and above all, to empowering your team to achieve more.

As a manager, your primary duty is to shepherd your team to success and create an environment where they can thrive.

In the digital age, tools like ChatGPT can be your most trusted allies in this endeavour.

Embrace the future, and lead with curiosity.