Module 1: Getting Comfortable – ChatGPT Basics for Office Admins

🎯 Module Objectives

By the end of this module, office administrators will:

  • Understand what ChatGPT is and what it can do.

  • Practice interacting with ChatGPT in clear, effective ways.

  • Build confidence in writing simple prompts to solve real office challenges.

  • Learn how ChatGPT fits into a modern administrative toolkit.

📘 What You’ll Learn

  • What ChatGPT can (and can’t) do in a professional setting.

  • How to ask questions and give instructions to get useful responses.

  • Examples of office tasks where ChatGPT can save time or improve clarity.

  • Basic troubleshooting tips when the AI gives a confusing or unhelpful response.

What Is ChatGPT?

👩‍💻 Plain Explanation:

ChatGPT is an advanced AI tool built to understand and respond to written instructions. Think of it like a highly flexible digital assistant. It doesn’t “know” things like a person—it predicts likely responses based on patterns in language.

It doesn’t read your files or know your company—but you can describe your scenario and it will generate content for you.

🧠 Key Concept:

ChatGPT is only as helpful as the instructions you give it. If you’re clear, it will be surprisingly capable.

🧾 Example Use Cases:

  • Drafting emails or letters in seconds

  • Creating checklists for procedures

  • Writing short bios, announcements, or memos

  • Polishing grammar and tone in documents

💬 Try This:

“Write a professional email thanking a vendor for quick service during a product shortage.”

You can even add more:

“Make it sound warm but keep it under 100 words.”

Talking to AI – It’s Just Text

💡 What You Need to Know:

You don’t need special skills—just type your request in everyday language. You’re not coding. You’re not scripting. You’re simply giving clear, purposeful instructions.

✅ How to Write a Good Prompt:

  • Be direct: Say exactly what you need

  • Add tone: “Make it friendly,” “Keep it formal,” “Use business tone”

  • Include context: Add details like dates, recipients, or goals

🧾 Example:

Bad:

“Write a thing for the team.”
Better:
“Write a short memo reminding staff of the quarterly planning meeting next Thursday. Make it friendly and include the time and Zoom link.”

💬 Practice Prompt:

“Summarize this paragraph for a weekly update report: [Paste your paragraph here]”

Office Tasks – Where ChatGPT Really Helps

🛠️ Real-World Applications:

  • Meeting Prep: “Create a meeting agenda for 45 minutes with HR about onboarding delays.”

  • Polishing: “Improve the tone of this message for clarity and professionalism: [Paste text]”

  • Template Building: “Make a reusable checklist for preparing a staff performance review session.”

  • Brainstorming: “List 5 ways to improve employee engagement during slow months.”

🪄 Time-Saving Power:

Even if you tweak the output later, ChatGPT saves the heavy lifting.

You don’t need to stare at a blank page again.

💬 Challenge Prompt:

“Draft a memo reminding department heads to complete their budget submissions by Friday. Include a deadline and contact info for questions.”

🤔 Why AI Sometimes Fails:

  • It’s working with only what you typed

  • It doesn’t know your files, policies, or preferences

  • Vague prompts = vague responses

  • It might misinterpret tone or audience

🧹 Fix-It Strategies:

  • Add detail: “Include three bullet points instead of a paragraph”

  • Clarify your ask: “Make it more concise,” “Make it sound more positive”

  • Start over if it veers off-track

🧾 Try These Fix Prompts:

Bad result:

“Write a reminder email”
Fix:
“Write a short, professional reminder email asking staff to RSVP to Friday’s team lunch by Thursday noon. Include RSVP link.”

Or:

“Try again but make it sound more enthusiastic and friendly.”

🧠 Pro Tip:

AI is fast. Don’t hesitate to ask for 2-3 versions and pick the best. That’s part of the power—you’re still in charge.

Prompt

A request or instruction you give to ChatGPT

Definition + Example

A prompt is what you type into ChatGPT to get a response. Example: “Summarize this meeting note.”

Context

Information that improves ChatGPT’s response

Definition + Example

Context tells ChatGPT what it's working with. Example: “This is an email to a client about delays.”

Instruction Clarity

How clearly your prompt is written

Definition + Example

Be specific and direct. Instead of “Help me,” say “Draft a follow-up email about missed deadlines.”

Task Automation

Using ChatGPT for repeated admin tasks

Definition + Example

ChatGPT can do repeat tasks like formatting bullet points or creating schedules.

Professional Tone

Setting the right style for work messages